Grant Management Seminar 1 District 7950 Grant Management Seminar.

Grant Management Seminar 1

District 7950 District 7950 Grant Management SeminarGrant Management Seminar


PurposePurpose

• Understand how to manage a Rotary Foundation grant

• Learn stewardship expectations

• Prepare clubs to implement the MOU

• Qualify clubs to receive grant funds


Grant ManagementGrant Management

Ensures that projects

• Have proper financial control

• Adhere to technical standards

• Meet the needs of the beneficiaries

• Fulfill their objectives

• Safeguard funds


Successful Grant ProjectsSuccessful Grant Projects

• Meet community needs

• Include frequent partner communication

• Have implementation plan

• Are sustainable

• Maintain proper stewardship of funds


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


Qualification RequirementsQualification Requirements

• Attend a grant management seminar (preferably 2 persons per club)

• Agree to club memorandum of understanding (MOU) and submit signed copy of MOU to district.

• Sign and submit signed copy of District Addendum

• Club has to be contributing to The Rotary Foundation (either in current or immediately preceding Rotary Year).


Terms of QualificationTerms 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

Grant Management Seminar

Rotary Foundation GrantsRotary Foundation Grants

• District grants

• Global grants

• Packaged grants

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Session 1Session 1

Designing a ProjectDesigning a Project


Learning ObjectivesLearning Objectives

• Identify best practices for designing a project

• Develop a plan to implement your project

• Understand how to create measurable goals


Successful Grant ProjectsSuccessful Grant Projects• Real community needs

• Frequent partner communication

• Implementation plan

• Sustainable

• Proper stewardship of funds


Needs AssessmentNeeds Assessment

• Base project on the community’s need

• Assess resources of your club and potential partners

• Talk to the community


PartnersPartners

• RI Convention

• Project fairs

• LinkedIn

• Matchinggrants.org/global

• International meetings

• Rotary Showcase / Facebook


Project PlanningProject Planning

• Form a three-person grant committee

• Assign roles

• Implementation plan

• Budget

• Contingency plan

• Document retention plan


Creating a BudgetCreating a Budget

• Realistic

• Competitive bidding

• Reasonable prices

• Disclose conflicts of interest


Setting GoalsSetting Goals

• Measurable

• Sustainable

• Qualitative (descriptive)

• Quantitative (numeric)


Setting GoalsSetting Goals

• Gather baseline data

• Set goals

• Determine method of measurement



• Identify best practices for designing a project

• Develop a plan to implement your project

• Understand how to create measurable goals


Session 2Session 2

Applying for and Applying for and Implementing a GrantImplementing a Grant



• Write a successful grant application

• Understand grant financing

• Discuss the importance of evaluation


Applying for Global GrantsApplying for Global Grants

• Two-step application process online

• Meet goals of area of focus

• Be sustainable

• Involve Rotary clubs in two districts

• Minimum budget of US$30,000

• District confirms club is qualified


Areas of FocusAreas 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


Sustainable ProjectsSustainable Projects

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

Grant Management Seminar

Global Grant First StepsGlobal Grant First Steps

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ApplicationApplication


Global Grant FinancingGlobal Grant Financing

• DDF matched 100% with World Fund

• Rotarian cash contributions matched 50% with World Fund

• Non-Rotarian cash contributions


District GrantDistrict Grant Financing Financing

• Club contribution matched 100% with district funds (minimum $500, maximum $3,000) for projects valued from $1,000 to $6,000

• Preference given to local (rather than international) projects – i.e., “back yard projects”

• Amount available in 2013-14: $25,000


Financing GuidelinesFinancing Guidelines - DISTRICT- DISTRICT

• Contributions raised by Rotarians from various sources

• Funds cannot be raised from beneficiaries in exchange for a grant

• Funds cannot come from other grants• Contributions credited to donor• Matching funds provided only upon completion

of project and final report (to include receipts for expenditures)


Financing GuidelinesFinancing Guidelines - GLOBAL- GLOBAL

• 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


ImplementationImplementation

• Communication

• Financial management plan

• Recordkeeping

• Following original plan


EvaluationEvaluation

• Assists with reporting

• Improves future projects

• Based on goals

• Ongoing process

• Identifies successes



• Write a successful grant application

• Understand grant financing

• Discuss the importance of evaluation


Session 3Session 3

Oversight and ReportingOversight and Reporting



• Identify best practices for managing funds and record keeping

• Identify which documents need to be retained

• Understand reporting requirements


Financial Management PlanFinancial Management Plan

• Bank account for funds

• Distributing funds

• Use checks/bank cards to track funds

• Detailed ledger

• Include local laws


ResourcesResources

• Document retention worksheet

• Financial management plan worksheet

• Transferring custody of a bank account

• More on Rotary.org


Document RetentionDocument Retention

• Provide access

• Retain for a minimum of five years

• Make copies


District Grant ReportsDistrict Grant Reports

• Full Transparency – Using District Website

• Post all Grants Both District & Global with updated status

• All Rotarians will have access to grant details online at Rotary.org member access.


Global Grant Reports: FrequencyGlobal 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

District GrantDistrict Grant Reports: Frequency Reports: Frequency• Upon completion of project and final report


Global Global and District Grantand District Grant Reports: Reports: ContentContent

• 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


Conflict of InterestConflict 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)



• Identify best practices for managing funds and record keeping

• Identify which documents need to be retained

• Understand reporting requirements


Session 4Session 4

QualificationQualification



• Understand qualification requirements

• Manage your club’s qualification


Qualification RequirementsQualification Requirements

• Attend a grant management seminar

• Submit signed club MOU and District Addendum

• Club has to be contributing to The Rotary Foundation either in this or the immediately preceding Rotary Year).


Maintaining QualificationMaintaining Qualification

• Follow terms of club MOU

• Appoint club member/committee to manage club qualification

• Fully implement stewardship practices to prevent misuse of funds



• Understand qualification requirements

• Manage club qualification


Thank youThank you

Grant Management Seminar 1 District 7950 Grant Management Seminar.

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