PROGRAM IMPLEMENTATION, MONITORING & IMPACT REPORTING

(Applicable to Khidmat-e-Khalq Foundation)

8.1 Objective

To ensure that programs and activities of the Foundation are planned, implemented, and reviewed in a structured manner, enabling meaningful social impact, transparency, and responsible utilization of resources.

8.2 Program Approval Authority

Programs or activities shall be undertaken only when they:

• Align with the objects stated in the Registration Deed
• Are approved by the appropriate authority

Approval structure shall generally be as follows:

• Routine / small-scale programs: Approval by President and Treasurer
• Large or high-value programs: Approval by Managing Committee or General Body

8.3 Roles & Responsibilities

President – Mohd Hammad Mohd Saee Khan : Overall supervision, beneficiary approval, and program oversight

Secretary – Khan Shamshuddin : Program documentation, records, reporting, and linkage with compliance requirements

Treasurer – Khan Ajaz Ahmad Mohd Baqirdi : Financial monitoring, budget oversight, and verification of program-related expenses

8.4 Program Documentation

For each program or activity, basic documentation shall be maintained, as applicable, including:

• Program name and objective
• Date and location
• Beneficiary details (numbers or categories)
• Approved budget and actual expenditure
• Supporting bills or vouchers
• Photographic or digital evidence, where feasible

Documentation is intended to support transparency and future reporting.

8.5 Monitoring & Review

Programs may be reviewed periodically to assess:

• Progress and implementation status
• Budget utilization
• Outcomes and learnings

Any issues or deviations observed may be noted and addressed through corrective steps.

8.6 Impact Measurement

The Foundation may assess program impact using:

• Quantitative indicators (such as number of beneficiaries served)
• Qualitative indicators (such as feedback, case summaries, or observed outcomes)
• Impact reporting shall be honest, factual, and free from exaggeration.

8.7 Program Reporting

The Secretary shall coordinate preparation of:

• Program-wise reports, where required
• Periodic summaries for donors or stakeholders
• Annual activity reports for statutory or public reference
• Reports shall be based on available records and internally reviewed.

8.8 Linkage with Financial & Compliance Records

Program documentation shall be reasonably linked with:

• Donation utilization records
• Expense registers
• Compliance and audit files
• This linkage helps demonstrate traceability between funds received and activities conducted.

8.9 Prohibited Practices

The following practices are not permitted:

• Conducting activities outside approved objectives
• Inflating beneficiary numbers or impact claims
• Using programs for unauthorized fundraising
• Any such concerns may be reviewed under the ethics and discipline framework of the Foundation.

Certification

This Step forms an integral part of the operational and impact framework of Khidmat-e-Khalq Foundation and shall remain effective unless amended by a duly passed resolution.