Timeline visualization of entire reporting process

We value ongoing collaboration and use verbal and written reports to learn together, improve outcomes, and share insights with the broader community.

Awarded organizations will provide the Foundation with a complete report, including project milestones, financial reports, and outcome reports, no later than approximately sixty (60) days after each one-year anniversary of the contract effective date each year until the end of the grant.

1. Project milestone reporting: While we allow informal project reports throughout the grant's lifecycle, a formal written milestone-based report is to be provided annually, no later than 60 days after the contract end date, as noted below. (Note that the project milestone and annual impact reports (#2 below) can be the same document.)

   During the lifecycle of a grant there are several meetings that will occur between an awarded organization and GitLab Foundation.

   • Grant Kick-off Meeting
     • This virtual meeting occurs within the first 30 days of the grant term. It is a space for our teams to meet one another, align on impact reporting expectations and project plans, and to plan how we will work together to achieve success.
   • Mid-Program Check-in
     • This virtual meeting occurs 6 months after the grant start date (or at the mid-point of the grant term). It is an opportunity to discuss organizational and project successes, challenges, programmatic updates, etc.
   • Grant Close-out Meeting
     • This virtual meeting occurs within 60 days of the grant end date. It is an opportunity to reflect on successes, challenges, and our partnership and to specifically communicate about outcomes achieved. Any opportunities for renewal or continued support will be discussed at this meeting.

2. Impact reporting: The GitLab Foundation requires annual impact reporting to facilitate a discussion about key learnings during the grant period, improve effectiveness, capture key insights, and inform the Foundation’s future investment strategy. We prefer, where possible, to have more timely access to outcomes data, with some organizations even providing us direct access to real-time data. A detailed overview of our impact reporting process can be found HERE.

3. Financial reporting: The GitLab Foundation requires annual financial reports, which should be submitted at the same time as the milestone and impact reports. Financial reports must show actual expenditures against the approved budget and the balance in the award (budget minus actual spending).

   • Purpose: To monitor the spending of grant funds
   • Timeline: Organizations will provide a report to the Foundation no later than sixty (60) days after each one-year anniversary of the Effective Date of the grant, each year until the end of the grant.
   • Process: Submit the financial report using this template