THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM
FOR INTERNAL USE ONLY
Template No.: T181
Template Title: Village / Local Stupa Project Tracking Sheet
Related Research Case IDs / Cluster: Cluster D (Everyday Faith & Lay Donations), Cases 36–45
Linked Templates / Policies: T176 (Lay Donor Registration), T177 (Cash Donation Acceptance), T178 (In-Kind Acceptance), T180 (Community Event Proposal), T163 (Risk Register Entry), T173 (Records Classification)
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 sheet)
This sheet tracks a village/local stupa project over time.
It records location, community leadership, project stage, HSWAGATA support, and issues.
2) Project identity (basic info)
Project name (local name): ________________________________________
Village / area: _________________________________________________
District / province: _____________________________________________
Country: _______________________________________________
GPS / map reference (optional): ___________________________________
Stupa type (tick): New small stupa [ ] Repair/renovation [ ] Site cleaning [ ] Fence/lighting [ ] Relic chamber work (restricted) [ ] Other: ______
Start date (planned/actual): ____ / ____ / ______
Expected end date (if known): ____ / ____ / ______
Short purpose (1–2 lines):
3) Community leadership and contact
Main community leader (project focal person)
Name: _________________________________________________
Role (tick): Village head [ ] Temple committee [ ] Lay leader [ ] Monk/abbot [ ] Youth leader [ ] Other: ______
Phone/email: ____________________________________________
Temple / monastic link (if any)
Temple name: ____________________________________________
Abbot/monk contact (name/role): ___________________________
Phone/email: ____________________________________________
Other local partners (school/NGO/state office) (optional):
4) Project stage (where we are now)
Current stage (tick one):
Idea only [ ] Planning [ ] Fundraising [ ] Materials ready [ ] Construction started [ ] Mid-way [ ] Completed [ ] Maintenance only [ ] On hold [ ]
Stage notes (short):
Next milestone (what is next): _________________________________
Target date for next milestone: ____ / ____ / ______
5) HSWAGATA support (what we provide)
Tick all support provided or planned, and write notes.
Guidance on respectful stupa design and use [ ] Notes: _______________
Community meeting / facilitation support [ ] Notes: _________________
Training (basic care, cleaning, record-keeping) [ ] Notes: ____________
Donation support (tools/materials/funds) [ ] Notes: __________________
In-kind items support (cement, bricks, tiles, etc.) [ ] Notes: _________
Documentation support (photos, simple records) [ ] Notes: ____________
Safety advice (site safety, fire, crowd control) [ ] Notes: ____________
Link to skilled workers / conservation advice [ ] Notes: ______________
Other: __________________________ [ ] Notes: ______________________
Support owner at HSWAGATA (name/role): _________________________
6) Donations and resources (summary)
A) Donations received for this project (if any)
Cash donations recorded (T177) used? Yes [ ] No [ ] Reference IDs: __________
In-kind donations recorded (T178) used? Yes [ ] No [ ] Reference IDs: _________
B) Current resource status
Materials available now: __________________________________________
Materials still needed: ___________________________________________
Skilled labour needed? Yes [ ] No [ ] If Yes, what: _________________
C) Budget (simple)
Estimated total cost: ____________________ Currency: ______
Funds raised so far: _____________________
Funding gap (if any): ____________________
7) Issues, risks, and safeguards (what needs attention)
List issues and how we will respond. Add more rows as needed.
Issue/Risk 1: _________________________________________________
Type (tick): Finance [ ] Safety [ ] Conflict [ ] Quality/build [ ] Land/permission [ ] Weather [ ] Misinformation [ ] Other: ____
Level: Low [ ] Medium [ ] High [ ]
What happened / concern (short): ________________________________
Action planned: ________________________________________________
Owner: __________________________ Deadline: //____
Linked risk entry (T163 ID, if any): ______________________________
Issue/Risk 2: _________________________________________________
Type: Finance [ ] Safety [ ] Conflict [ ] Quality/build [ ] Land/permission [ ] Weather [ ] Misinformation [ ] Other: ____
Level: Low [ ] Medium [ ] High [ ]
Action planned: ________________________________________________
Owner: __________________________ Deadline: //____
Safeguarding note: If any relic-related chamber work is involved, follow Sacred-Restricted handling and do not write sensitive details here.
Sacred-Restricted handling needed? Yes [ ] No [ ]
8) Site visits and progress log (ongoing record)
Use one line per update.
Update #1
Date: ____ / ____ / ______
Visit type (tick): Phone [ ] Online [ ] On-site [ ]
What was checked (short): _______________________________________
Progress noted: _________________________________________________
Photos taken? Yes [ ] No [ ] Stored at: ____________________________
Next step agreed: _______________________________________________
Updated by (name/role): _________________________________________
Update #2
Date: ____ / ____ / ______
Progress noted: _________________________________________________
Next step: _______________________________________________
(Add more updates as needed.)
9) Completion and handover (when finished)
Complete this section when the project is finished.
Completion date: ____ / ____ / ______
Final stage (tick): Completed [ ] Completed with minor issues [ ] On hold [ ] Closed [ ]
Final notes (short): ______________________________________________
Community handover done? Yes [ ] No [ ] Date: //____
Maintenance plan agreed? Yes [ ] No [ ] Notes: _____________________
10) Signatures and filing
Prepared by (name/role): _______________________ Signature: __________ Date: //____
Reviewed by (Unit Head / Community Engagement): _ Signature: __________ Date: //____
File code / reference ID: ____________________
Classification recommended (T173): Internal [ ] Restricted [ ]
File location (cabinet/folder + digital path): __________________________
