THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM
FOR INTERNAL USE ONLY
Template No.: T174
Template Title: End-of-Year Institutional Report Outline (Annual Report Template)
Related Research Case IDs / Cluster: _______________________________
Linked Templates / Policies: T164 (Annual Workplan & Budget Summary), T169 (Learning Workshop Note), T163 (Risk Register), T170 (Policy Compliance Self-Check), T173 (Records Classification), Board minutes (T153)
Date of form: ____ / ____ / ______
Prepared by / Role: _______________________
Office / Unit: ____________________________
Country / Location: _______________________
Confidentiality Level:
Internal only [ ] Restricted [ ] Sacred-Restricted / Sensitive [ ]
Use of this form (tick):
New case / action [ ] Follow-up [ ] Annual review [ ] Archive only [ ]
1) Purpose (why we use this outline)
This outline helps HSWAGATA write a clear end-of-year report.
It records activities, finance, lessons, and next plans.
2) Report identity (basic info)
Reporting year: ____________ (e.g., 2026)
Report version: v_____
Report type (tick): Internal report [ ] Public summary [ ] Donor report [ ] Regulator report [ ]
Report coverage (sites/units included): ______________________________
Main editor (name/role): __________________________________________
Contributors (units/roles): ________________________________________
Records classification for the final report (tick one):
Public [ ] Internal [ ] Restricted [ ] Sacred-Restricted [ ]
(If Public, confirm no sensitive relic/security details are included.) Yes [ ] No [ ]
3) Executive summary (1 page)
Write short and clear.
3–5 key achievements:
3 main challenges:
Top priorities for next year:
4) Introduction (who we are and what we do)
Mission in simple words (2–4 lines):
Main objectives (5–7 bullets):
Key changes this year (if any):
Organisational changes [ ] New unit [ ] New policy [ ] New partners [ ] Other: ______
Notes: ___________________________________________________________
5) Governance and management (how we were guided)
Board and committee work (short):
Number of Board meetings: ______
Key decisions (list 3–7):
Delegation and signing controls (brief):
Any major updates to authority matrix (T161)? Yes [ ] No [ ] Notes: ______
Policies and compliance (brief):
Self-check done (T170)? Yes [ ] No [ ]
Main compliance improvements: _____________________________________
6) Activities and results (what we did)
Use the same structure for each department/unit, or for each major program.
A) Department / Program: __________________________
Objective(s): ______________________________________________
Main outputs delivered (3–8):
Main activities (short list):
Indicators and results (numbers or clear proof):
Indicator 1: __________________ Result: __________ Target: ________
Indicator 2: __________________ Result: __________ Target: ________
Photos/records filed? Yes [ ] No [ ] Location: ______________________
(Add more sections as needed.)
7) Relic stewardship and safeguarding (high level only)
Note: Do not include sensitive security details in a Public report.
Key stewardship actions (high level):
Conservation/maintenance highlights: ______________________________
Documentation/records updates: ___________________________________
Staff training/induction done (T166)? Yes [ ] No [ ]
Any major incidents affecting safety or trust? Yes [ ] No [ ]
If Yes, describe in safe general words (no sensitive details):
8) Partnerships and external engagement
New partners this year (list): _______________________________________
Active MoUs / joint projects (short list): _____________________________
Community engagement and donations (high level): _____________________
Stakeholder relations highlights (from T158, if used): __________________
9) Finance summary (simple and transparent)
Currency: _________
A) Income (summary)
Donations/support: ____________________
Grants: ______________________________
Visitor income (if any): ______________
Other income: ________________________
Total income: _______________________
B) Spending (summary)
Staff and operations: _________________
Conservation/maintenance: _____________
Security and safety: __________________
Education/programs: __________________
Admin/overhead: ______________________
Other: _______________________________
Total spending: _____________________
C) Budget result
Surplus / deficit: _____________________
Notes (reasons, one-time costs): ___________________________________
Finance documents attached? Yes [ ] No [ ]
Attachment list / location: __________________________________________
10) Risks, issues, and how we managed them
Top 5 risks this year (link to T163 if used):
Risk: ____________________ Level: Low [ ] Med [ ] High [ ] Control: __________
Risk: ____________________ Level: Low [ ] Med [ ] High [ ] Control: __________
Risk: ____________________ Level: Low [ ] Med [ ] High [ ] Control: __________
Risk: ____________________ Level: Low [ ] Med [ ] High [ ] Control: __________
Risk: ____________________ Level: Low [ ] Med [ ] High [ ] Control: __________
Open issues carried into next year: __________________________________
11) Lessons learned (institutional learning)
Learning triggers (tick): Success [ ] Failure/incident [ ] Near-miss [ ] Case learning [ ]
Key lessons (3–7):
Reforms agreed (policies/SOPs/training/equipment):
(If a workshop note exists, link to T169 reference ID/file.)
12) Future plans (next year)
Main goals for next year (3–7):
Top priorities (rank 1–5):
Expected budget needs (high level): _________________________________
Support needed (partners, staff, approvals): _________________________
Next year review dates (quarterly or mid-year): ______________________
13) Attachments checklist
Department workplans (T164) [ ]
Finance statements / audit (if any) [ ]
Policy compliance self-check summary (T170) [ ]
Risk register summary (T163) [ ]
Learning workshop notes (T169) [ ]
Partnership list / MoU list [ ]
Photos (approved only) [ ]
Other: __________________________ [ ]
14) Sign-off and filing
Prepared by (name/role): _______________________ Signature: __________ Date: //____
Reviewed by (Director/Governance): _____________ Signature: __________ Date: //____
Approved by (Board/Authority, if required): _____ Signature: __________ Date: //____
File location (cabinet/folder + digital path): __________________________
Report version / code: ____________________ Effective date: //____
