Programme Reporting for WH:SHF Grant Recipients

The Whole House Retrofit: Social Housing Fund (WH:SHF) requires participating organisations to submit regular programme reports demonstrating project progress, expenditure and outcomes. Understanding these requirements ensures compliance and helps secure ongoing funding allocation.

Reporting Framework Overview

WH:SHF recipients must report against agreed Key Performance Indicators (KPIs) and project milestones. Reports typically cover:

• Number of properties completed and in progress
• Expenditure against budget allocation
• Energy performance improvements achieved
• Tenant engagement and satisfaction metrics
• Health and safety compliance
• Carbon savings realised

Your funding agreement specifies exact reporting frequency, usually quarterly or biannually. Review your grant conditions document to confirm your specific schedule.

Timeline and Submission Deadlines

Most WH:SHF programmes operate on a financial year basis (April to March). Key reporting points typically include:

1. Quarterly reports – Due within 4 weeks of each quarter end
2. Annual reports – Comprehensive submission by 31 May following financial year close
3. Project completion reports – Submitted on individual property completion
4. Final programme report – Within 8 weeks of programme end date

Late submissions may trigger funding withholding or clawback provisions. Establish internal processes to gather data at least 2 weeks before submission deadlines.

Data Collection Best Practice

Effective reporting begins with systematic data collection. Implement the following across your retrofit programme:

• Property-level records – Create a central database tracking each property from assessment through completion, including EPC ratings, retrofit specifications and costs
• Expenditure tracking – Record all costs against budget codes monthly; maintain supporting invoices and timesheets
• Completion documentation – Collect signed-off project completion certificates, energy performance certificates and photographic evidence for each retrofit
• Tenant data – Document engagement activities, survey responses and satisfaction scores through standardised forms
• Health and safety records – Maintain audit trails for building control approvals, asbestos surveys and contractor certifications

Assign responsibility for data collection to specific team members and build monthly validation checks into your programme schedule.

Reporting Content Requirements

WH:SHF reports must contain specific sections covering programme status and outcomes:

Progress Summary

Present cumulative and period-specific achievements. For example: "28 properties completed (40% of 70-property programme); 12 currently undergoing retrofit; 30 at survey/specification stage."

Financial Reporting

Reconcile grant drawdown with actual expenditure. Include:

• Total grant received to date
• Cumulative expenditure by cost category (labour, materials, professional fees, contingency)
• Percentage spend against grant allocation
• Forecast expenditure to programme completion
• Any budget variations with explanations

Performance Against KPIs

Compare actual results to targets. Key metrics typically include average energy savings (kWh/year), carbon reduction (tonnes CO₂), cost per property retrofitted, and tenant satisfaction percentage. Include variance commentary where targets are exceeded or at risk.

Risk and Issues Register

Document any factors affecting programme delivery: supply chain delays, contractor availability, structural issues discovered during works, or tenant access challenges. Explain mitigation actions taken.

Address funder concerns proactively – demonstrating robust problem-solving builds confidence in your delivery capability.

Quality Assurance Before Submission

Implement a verification process before submission:

• Cross-check reported figures against underlying source documents (invoices, timesheets, completion certificates)
• Verify property count accuracy using your database
• Confirm all calculations and percentage figures are correct
• Review narrative sections for consistency and accuracy
• Obtain approval from project lead and finance manager before submission

Common Reporting Challenges

Incomplete Energy Performance Certificates: Ensure EPCs are obtained for all completed properties within 30 days of completion. Plan for 2-week processing time when scheduling work.

Tenant Engagement Data Gaps: Develop standardised survey forms distributed at project commencement and completion. Brief site teams on importance of collecting feedback.

Budget Tracking Issues: Establish monthly cost reconciliation processes. Flag forecast cost overruns immediately to enable project scope adjustment.

Post-Submission Process

Most funders acknowledge receipt within 5 working days. Retain copies of all submissions and supporting evidence documentation for audit purposes. WH:SHF programmes typically remain subject to audit for 5 years post-completion.

If the funder requests clarification or additional information, respond within specified timelines (usually 10 working days). Provide requested data promptly to avoid funding suspension.

Effective programme reporting demonstrates delivery competence, maintains funder confidence and ensures continued funding access for retrofit projects.