District%205580%20Grant%20Management%20Seminar

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District 5580 Grant Management Seminar
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Purpose

• Understand how to manage a Rotary Foundation
  grant
• Learn stewardship expectations
• Prepare clubs to implement the MOU
• Qualify clubs to receive grant funds

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Grant Management

• Ensures that projects
• Have proper financial control
• Adhere to technical standards
• Meet the needs of the beneficiaries
• Fulfill their objectives
• Safeguard funds

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Successful Grant Projects

• Meet community needs
• Include frequent partner communication
• Have implementation plan
• Are sustainable
• Maintain proper stewardship of funds

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Stewardship

• Stewardship is the responsible management and
  oversight of grant funds, including
• Rotarian supervision
• Financial records review
• Oversight of funds
• Reporting irregularities
• Timely submission of reports

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Qualification Requirements

• Attend a grant management seminar
• Agree to club memorandum of understanding and
  submit signed MOU to district
• Be Aware of Funding Reporting Needs

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Terms of Qualification

• Valid for one year
• Club responsibility for grant funds
• Disclose conflicts of interest
• Cooperate with all audits
• Use grant funds properly
• Implement the club MOU

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Funding

• Scholarships from Global Grant (TRF DDF)
  from District Grant
  (Club DDF)
• VTT from Global or District. GSE from District
  
• Grants
• District Smaller international, local projects.
  1.00 DDF to 1.00 CLUB, Minimum DDF 500.00,
  maximum 5,000 one club, 15,000 - 3 club
  collaboration.
• Global Larger international projects. Club
  fundsTRF (World Fund)District (DDF). Minimum
  35,000.
• Packaged Grants- Humanitarian, VTT, Scholarship,
  TRF (World Fund) Strategic Partners.

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Session 1Designing a Project
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Learning Objectives

• Identify best practices for designing a project
• Develop a plan to implement your project
• Understand how to create measurable goals

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Successful Grant Projects

• Real community needs
• Frequent partner communication
• Implementation plan
• Sustainable
• Proper stewardship of funds

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Needs Assessment

• Base project on the communitys need
• Assess resources of your club and potential
  partners
• Talk to the community
• Ensure local women play a role!
• Best develop a community economic development
  Committee.

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Partners

• RI Convention
• Project fairs
• LinkedIn
• Matchinggrants.org/global
• International meetings
• Rotary Showcase / Facebook

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Project Planning

• Form a three-person grant committee
• Assign roles
• Implementation plan
• Budget
• Contingency plan. What if?
• Document retention plan

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Creating a Budget

• Realistic
• Competitive bidding
• Reasonable prices
• Disclose conflicts of interest

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Setting Goals

• Measurable
• Sustainable
• Qualitative (descriptive)
• Quantitative (numeric)

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Setting Goals

• Gather baseline data
• Set goals
• Determine method of measurement

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Learning Objectives Session 1??

• Identify best practices for designing a project
• Develop a plan to implement your project
• Understand how to create measurable goals

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Session 2Applying for and Implementing a Grant
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Learning Objectives

• Write a successful grant application
• Understand grant financing
• Discuss the importance of evaluation

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Rotary Foundation Grants

• District grants For smaller local, international
  projects. Application deadline prior to Rotary
  Year so one window of opportunity. Most
  important Plan prior to Rotary Year!
• Global grants Larger International Projects.
  Applications on a rolling basis beginning April
  1st prior to and throughout Rotary Year. Again
  Pre Plan!
• Packaged grants Predesigned, TRF and Strategic
  Partners. Refer to TRF website

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Application
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Global Grant First Steps
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Applying for Global Grants

• New www.rotary.org/grants Then click
  begin process to work on Application.
• Work with assigned Mentor to complete
  Application.
• Click save as until final draft is completed.
• Click Send when satisfied as complete.
• Copy for Club District Records.
• Please Folks!! Work with us on this.

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Applying for Global Grants

• Refer to Terms and Conditions, including
• Meet One or more of six areas of focus.
• Be sustainable.
• PartnersHost Club and International Club.
• Minimum budget of US35,000.
• Districts confirm their clubs are qualified.
• Practice sound Stewardship.

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Areas of Focus
Peace and conflict prevention/resolution Disease
prevention and treatment Water and
sanitation Maternal and child health Basic
education and literacy Economic and community
development
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Sustainable Projects

• Giving a community the skills and knowledge to
  maintain project outcomes for the long term,
  after grant funds have been expended.

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Global Grant Financing

• Our Clubs Funds matched 100 by 5580 DDF and 50
  by TRF World Fund.
• DDF Matched 100 by TRF World Fund.
• TRF world fund Minimum Grant 15,000. so
  Minimum Project Cost 35,000.
• New Non-Rotarian cash contributions. Now
  matched 0.50 to 1.00 by TRF World Fund (from IA)

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Financing Guidelines

• Contributions raised by Rotarians
• Funds cannot be raised from beneficiaries in
  exchange for a grant
• Funds cannot come from other grants
• Contributions credited to donor

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Applying for a District Grantfor 2013-14 Rotary
Year

• District website Future Vision Page
• District Grant Proposal/Application.
• Refer to Terms and Condition for Criteria.
• Meet TRF Mission Statement
• Send 1st Draft to D-5580 Admin. Secretary
• Work with Mentor send final by April 30.

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Applying for a District Grantfor 2013-14 Rotary
Year Cont.

• Approved Applications included in District
  Spending Plan in May.
• TRF approval should be by late June.
• Funds available early July pending status of past
  years Final Reports.
• Do Not initiate project prior to TRF approval of
  District Spending Plan

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Implementation

• Communication
• Financial management plan
• Recordkeeping
• Following original plan

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Evaluation

• Assists with reporting
• Improves future projects
• Based on goals
• Ongoing process
• Identifies successes
• Lessons Learned?

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Learning Objectives Session 2 ??

• Write a successful grant application
• Understand grant financing
• Discuss the importance of evaluation

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Session 3Oversight and Reporting
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Learning Objectives

• Identify best practices for managing funds and
  record keeping
• Identify which documents need to be retained
• Understand reporting requirements

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Financial Management Plan

• Dedicated Project Bank account for funds
• Distributing funds
• Use checks/bank cards to track funds
• Detailed ledger
• Include local laws
• Estimates. Quotations
• Receipts (zero balance)
• Translate to English

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Resources

• Document retention worksheet
• Financial management plan worksheet
• Transferring custody of a bank account
• More on Rotary.org

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Document Retention

• Provide access
• Retain for a minimum of five years
• Make copies

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District Grant Reports

• Progress Reports
• Progress report at 6 months from funds received
  and every 6 months thereafter
• Final report at 2 months from project completion
• Sunset for completion _at_ 2 years from funds
  provided

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Global Grant Reports Frequency

• Progress reports
• Within 12 months of first payment
• Every 12 months through the life of the grant
• Final report within 2 months of completion

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Global Grant Reports Content

• How partners were involved
• Type of activity
• Evaluation of project goals
• How area of focus goals were met
• How funds were spent
• Number of beneficiaries and how they benefited

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Conflict of Interest

• Exists when a Rotarian benefits financially or
  personally from a grant
• Benefit can be direct (the Rotarian benefits) or
  indirect (an associate of the Rotarian benefits)

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Learning Objectives session 3 ??

• Identify best practices for managing funds and
  record keeping
• Identify which documents need to be retained
• Understand reporting requirements

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Session 4Qualification
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Learning Objectives

• Understand qualification requirements
• Manage your clubs qualification

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Qualification Requirements

• Attend a Grant Management Seminar (GMS)
• Submit signed club MOU Addendum by current
  Pres. Pres. Elect prior to incoming Rotary Year
  so now for 2013-14
• Work with District mentor and Grants Committee

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Maintaining Qualification

• Follow terms of club MOU
• Appoint club member/committee to manage club
  qualification
• Fully implement stewardship practices to prevent
  misuse of funds

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Learning Objectives Session 4??

• Understand qualification requirements
• Manage club qualification

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Thank youQuestions?