Template No.: T298 Template Title: Annual Report Data Collection Checklist
THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM
FOR INTERNAL USE ONLY
Template No.: T298
Template Title: Annual Report Data Collection Checklist
Related Research Case IDs / Cluster: _______
Linked Templates / Policies: _______________
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
T298 – Annual Report Data Collection Checklist
Purpose:
This checklist lists all data needed for the Annual Report. It sets owners and deadlines so nothing is missed.
A) Annual report details
Report year: ________
Period covered: ____ / ____ / ______ to ____ / ____ / ______
Report lead / editor (name/role): ______________________________
Data collection coordinator (name/role): ________________________
Board/ED review date (planned): ____ / ____ / ______
Publication date (planned): ____ / ____ / ______
B) Deadlines (master schedule)
| Item | Deadline | Owner (role/unit) | Status (Open/Done) | Notes |
|---|---|---|---|---|
| Data request sent to all units | //______ | |||
| Unit data return deadline | //______ | |||
| Finance figures confirmed | //______ | |||
| Safeguarding stats confirmed | //______ | |||
| Case studies draft due | //______ | |||
| First full report draft | //______ | |||
| Final internal approval | //______ |
C) Data checklist (what to collect)
C1) Activity data (programme + operations)
Tick what is needed and fill owner/deadline.
| Activity data needed | Needed? (Y/N) | Data owner (unit/person) | Source (log/report/file code) | Deadline | Received (Y/N) |
|---|---|---|---|---|---|
| Visitor numbers (monthly/annual) | |||||
| Education activities (talks, tours, school visits) | |||||
| Exhibitions / displays (new, updated, temporary) | |||||
| Research outputs (papers, presentations, catalogues) | |||||
| Community engagement (donation events, village support) | |||||
| Interfaith/intercultural events (if any) | |||||
| Partnerships/MoUs signed or renewed | |||||
| Training sessions delivered (internal/external) | |||||
| Volunteer hours and volunteer count | |||||
| Facilities upgrades/maintenance completed | |||||
| Security activities (drills, upgrades, audits) | |||||
| Conservation actions (treatments, inspections, preventive actions) |
Short activity highlights (3–8 bullets, simple words):
____________________ 2) ____________________ 3) ____________________ 4) ____________________
C2) Finance data
| Finance data needed | Needed? (Y/N) | Data owner | Source | Deadline | Received (Y/N) |
|---|---|---|---|---|---|
| Income summary (donations, grants, tickets, other) | |||||
| Expense summary (by category/unit) | |||||
| Donation register summary (cash + in-kind) | |||||
| Major purchases / procurement list | |||||
| Budget vs actual (main lines) | |||||
| Audit status / auditor letter (if any) | |||||
| Financial risk notes (fraud controls, issues found) |
Finance note for the report (2–4 lines):
C3) Safeguarding, ethics, and staff wellbeing (stats only)
Rule: Use numbers and themes. Do not publish names. Keep sensitive details restricted.
| Safeguarding/ethics data needed | Needed? (Y/N) | Data owner | Source | Deadline | Received (Y/N) |
|---|---|---|---|---|---|
| Number of concerns reported (by type) | |||||
| Number resolved / still open | |||||
| Average response time (if tracked) | |||||
| Training completion rate (Code of Conduct, safeguarding) | |||||
| Workplace incidents (non-medical summary) | |||||
| Complaints received (themes, not names) | |||||
| Policy reviews completed (count + key updates) |
Top 3 learning points (no names):
____________________ 2) ____________________ 3) ____________________
C4) Case studies / stories (for the report)
Purpose: Short stories show impact. Keep them respectful and safe.
| Case study item | Needed? (Y/N) | Owner | Consent / permission needed? (Y/N) | Anonymise? (Y/N) | Deadline | Received (Y/N) |
|---|---|---|---|---|---|---|
| Case study 1 (title/topic) | ||||||
| Case study 2 (title/topic) | ||||||
| Case study 3 (title/topic) | ||||||
| Photos (approved for use) | ||||||
| Quotes/testimonials (approved) |
Case study quality check (tick):
No personal harm or shame [ ]
No sensitive security details [ ]
No sacred-restricted details [ ]
Consent recorded (if needed) [ ]
D) Submission tracking (one view of all units)
| Unit / Department | Data package required (activity/finance/safeguarding/case studies) | Owner | Deadline | Date received | Complete? (Y/N) | Notes / missing items |
|---|---|---|---|---|---|---|
E) Final checks (before writing / publishing)
Tick when done:
Data totals match source logs (no double counting). [ ]
Finance totals match the official finance summary. [ ]
Safeguarding data is anonymised and approved for reporting. [ ]
Photos and quotes have permission and are safe to publish. [ ]
Sensitive items moved to restricted annex (if needed). [ ]
All deadlines met OR delays explained in writing. [ ]
F) Sign-off
Prepared by: _______________________ Signature: ______________ Date: ____ / ____ / ______
Reviewed by (Report lead / Admin): __________________ Signature: ______________ Date: ____ / ____ / ______
Reviewed by (Finance): _____________________________ Signature: ______________ Date: ____ / ____ / ______
Reviewed by (Ethics/Safeguarding): __________________ Signature: ______________ Date: ____ / ____ / ______
Approved by (ED/Board): ___________________________ Signature: ______________ Date: ____ / ____ / ______
Archive
File code (T298): _______________________
Digital folder path: __________________________________________