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Home > Funding > Evaluation and second installment

Evaluation and Final Payment

This FAQ page offers step-by-step guidance on:

  • Completing your Evaluation Report
  • Receiving your Final Payment

As stated in your Offer Letter, a final payment (usually 20% or 50%) can be made once you have completed a satisfactory Evaluation Report.

If you can answer YES to the following, you are ready to complete your evaluation form:

  • Have you received the first installment of your grant?
  • Have you completed your project as per your original application?
  • Do you have a record of income and expenditure for your project?
  • Are you in a position to report on the impact of funding support so far*?

*For some funding schemes, we also require grantees to complete long-term impact evaluation reporting. Where this is an offer letter condition please be aware that first or final payments may be reclaimed if you do report long-term impact. Regardless, we appreciate grantees responding to long-term impact evaluation reporting requests as it enables PRS Foundation and our partners to assess the impact of our funding.

How to Complete an Evaluation Report

1. Login to your flexigrant account – https://prsformusicfoundation.flexigrant.com/

2. Click ‘Application Portal’

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3. Click the ‘Reporting‘  button beside your application (underneath the view button).

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4. Click ‘New Form

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5. Select Evaluation Form (or similar, e.g. “Women Make Music Evaluation Form”) then click ‘Initiate/schedule monitoring’ to launch the Evaluation Report form.

An ‘Evaluation Report’ is used by PRS Foundation to gather your thoughts on the impact of your funding and is needed before staff approve a final payment 

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5. This will open up the Evaluation Form. Please Complete each section with detailed information containing new contacts, business ventures/deals and any relevant information. You can save progress and return to the form at any time.

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6. Once you have completed the form, click Submit.

What Happens Next?

Once the PRS Foundation team has received your complete Evaluation Form, we will receive an automated email and will process your evaluation as soon as possible.

This involves:

i) a member of the team checking your form,

ii) management sign-off where significant changes have been made to a grantee’s project,

iii) passing on relevant success stories/case study assets to the PRS Foundation Comms Team,

iv) accepting your evaluation form on the online portal, and

v) requesting a final payment via our Finance Team and the PRS for Music Finance Team

With a high number of grants per year the process may take up to 6 weeks in total. Please only email westley@prsfoundation.com if 6 weeks have elapsed and your payment has not been received, or if you have not heard from us. Please refrain from emailing other members of the team regarding late payments as this only delays the process of ensuring you are paid in time.

FAQs

Q: What are you looking for in an evaluation form?

A: Across all our schemes, PRS Foundation supports the creation and performance of outstanding new music and music creator development. This means for most schemes we are looking for an honest appraisal of whether your project resulted in effective music creator development and the creation and performance of excellent new music. We like to see evidence of creative and career development, of media coverage (if applicable), and an assessment of potential long-term outcomes. Please be honest and include details of things you think you would change or improve in the future as this can inform our strategic direction. For some schemes, PRS Foundation and funding partners are monitoring the financial and creative value of support so questions may focus on likely return on investment (i.e. actual or potential income as a result of funding support), or potential for new works to be performed or toured in the future. If in doubt, please check our funding schemes’ guidance pages for an idea of fund-specific criteria.

Q: I have to change an element of my project but want to discuss this with the team first, how do I get in touch?

A: Please click here for guidance.

Q: Do I need to include all CAE numbers for PRS for Music members supported in my project?

A: If you are a Music Creator grantee, we prefer that you include your CAE Number(s) so we can accurately report back to our main donor, PRS for Music. If you are an Organisation working to support music creators, we prefer for you to list CAE Numbers of the ‘main’ creators involved. If for example your grant included a commission, performance opportunities, release support or hands-on talent development for a between 1-6 music creators, it is best to list all music creators and to gather CAE Numbers wherever possible. For projects involving a greater number of music creators, it is best to provide up to 6 examples and include their CAE Numbers where possible.

Q: I haven’t finished my project but need to pay some of the musicians/people involved. Can you make a final payment now?

A: In most cases, a PRS Foundation grant is a contribution to overall costs and we are expecting music creator or organisation grantees to be able to cover cash-flow throughout using a combination of our first grant payment and income from other sources. Occasionally, it is clear that a project’s completion or success hinges on being able to make certain payments before projects are fully completed. In very rare exceptional circumstances we may be able to arrange an interim payment or early final payment on the condition that reporting is completed and monies may be reclaimed if long-term reporting is not satisfactory. If you think this may apply to you, please contact joe@prsfoundation.com.