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Community Benefits Tracking and Reporting Tool

​​​​​​​​​​​​​​​​​​​​In accordance with the City’s Community Benefit Policy​, reporting progress and outcomes is a crucial part of the community benefits plan. Contractors must submit a final report and semi-annual reports for multi-year projects. The reports are meant to track progress and final outcomes of the community benefits plan, assess the overall impact and identify areas for improvement.

Contractors must also report on their best efforts to fulfil commitments in the community benefits plan. If targets are not reached, “best efforts” refers to the reasons why targets were unattainable, describe your efforts to meet the targets, and include information such as lessons learned that will enable positive future outcomes.​​

A Community Benefits Targets and Reporting Tool has been created to help track planned community benefits and report outcomes over the term of the contract. The tool is designed to provide insight as you develop the community benefits plan and build the reporting requirements into your project management process.

How to use the Community Benefits Targets and Reporting Tool


Who should complete this tool

The primary contractor is responsible for completing and submitting the tool. However, partners, sub-contractors and other organizations supporting the community benefits plan may also contribute where appropriate and deemed necessary by the primary contractor. Ultimately, the primary contractor must sign off the information before submitting it to the Community Benefit Administrator.

How to complete the tool

At the start of the project, the main contractor should input as much information from the Community Benefits Plan into the tool as possible and save it as a template. Doing this will save time and effort, especially when generating semi-annual reports.

The tool consists of six forms. Start with Form A - General Information. Proceed to fill in each form with the details from the Community Benefits Plan. Forms B, C, and E have a reporting section to be updated as the plan progresses and submitted as semi-annual reports. Form F is required as part of the final report.​​​

Form A includes three main sections: project and company information and report details. The project and company information are self-explanatory. The third section is linked to the submission of semi-annual and final reports. When submitting a report, update the submission period (i.e., the current date) and who is completing the report and re-confirm your email and phone number.​

To complete Form B, extract and list the recruitment and outreach activities from the community benefits plan. Be sure to include the targeted demographic and the anticipated start and end dates for each activity.

As the community benefits plan is implemented, update the reporting section to confirm the status of the activity and describe the outcomes achieved. For example, the activity may be in progress, completed, or not started as of the reporting period.

In addition, the City recognizes that new and alternative opportunities to engage residents may arise that were not included in the community benefit plan initially or because an activity was unsuccessful in achieving its anticipated outcomes. Contractors are encouraged to capitalize on these opportunities and alternative approaches to engaging residents and document them in the reporting tool.

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Like Form B, pull the partnerships listed in the community benefits plan and add any others you have identified or established to the target section of the form. Include important details such as the partnership type, organization name, contact details, and the demographic each organization represents.

In the reporting section, describe the partnership, including how you will work together and the partnership status at the time of submission. For example, you may have engaged with a partner organization but have not finalized the partnership details before the report submission.

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The resident information is collected from the participant registration form prior to the start of the training or employment activity. Enter the details from the form into the reporting tool and update as needed. ​

Form E will contain the list of the training and employment opportunities provided to residents. In addition to the training and employment opportunities, please include the following details in the target section of the form:

  1. Description of the training and or employment activity
    • Align the activity by entering the applicable trade or note the activity as a professional, administrative or technical opportunity.
  2. Timeline of when the training or employment will occur (i.e. Year 1, Year 2, Year 3, etc.)
  3. Estimate the number of training or labour hours for each activity.
  4. Estimate the number of residents recruited for training and employment activities. Try to estimate a breakdown of the number of residents that you plan to engage:
    • Estimate the number of Indigenous persons recruited.
    • Estimate the number of residents from equity-deserving groups recruited.

The form will automatically calculate the percentage of residents recruited for training and employment opportunities who identify as Indigenous or equity-deserving.

In the reporting section, update the form with actual numbers. Again, the form will automatically calculate the percentage of residents participating in your training and employment activities.

Gathering this dat​a is important to demonstrate success and to identify gaps and realities. The information can also be fed into Form F — Success Metrics and used in the final report.

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Form F is completed only at the end of the project. As mentioned previously, the success metrics provided in the community benefit plan can be added to this form.

Given the plan may evolve, additional metrics can and should be included in this form. Try to provide as much information as possible, including qualitative data. While quantitative data is vital to demonstrate impact, it only tells one side of the story. Qualitative data is equally important, if not more, because it collects lived experiences. For instance, collect and share stories and key takeaways from meetings with partners or participants.

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Additional​ Information

How often should this be completed?

The frequency of submitting reports is dependent on the contract duration. Prior to contract award, the winning vendor will meet with the Community Benefits Administrator to finalize the wording of the community benefit plan. At that time, the frequency of submitting reports will be determined as well.​

How to submit reports

Reports will be submitted to the Community Benefts Administrator via email at purchasing@brampton.ca​. Remember to Save each report as a "Semi-Annual Report" or "Final Report" plus the submission date. i.e. Semi-Annual Report-8Aug24​​​.

​​​Community Benefits Targets and Reporting Tool

To request the reporting tool template please contact purchasing

Email Purchasing​​​

Contact Purchasing

Purchasing
Office of the CAO
2nd Floor - Brampton City Hall
2 Wellington St. W, Brampton, ON L6Y 4R2

Hours of Operation
Monday - Friday
8:30am - 4:30pm (excluding holidays)