GRANT MANAGEMENT SEMINAR

DISTRICT 5320

2015

PURPOSE

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

2015

GRANTS ARE FUNDED WITH “DDF”

• District Designated Funds • Contributed to The Rotary Foundation Annual Fund 3 years ago • Invested by The Rotary Foundation • Returned to clubs in the form of grants

2015

ROTARY FOUNDATION GRANTS

• District grants • Global grants

2015

OVERVIEW OF ROTARY GRANTS

• More decision-making power at the club and district levels • Two types: global grants and district grants • Simplified leadership structures • Flexible DDF and scholarships • Vocational training teams

2015

GRANTS MANAGEMENT

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

2015

SESSION 1

DESIGNING AND IMPLEMENTING A PROJECT

2015

LEARNING OBJECTIVES

• Identify best practices for designing a project • Develop a plan to implement your project • Understand how to create measurable goals • Discuss the importance of evaluation

2015

SUCCESSFUL GRANT PROJECTS

• Meet community needs • Have measurable outcomes • May involve a partner • Have an implementation plan • Maintain proper stewardship of funds

2015

NEEDS ASSESSMENT

• Base projects on communities’ needs • Determine what resources your club and potential partners have • Talk to the community

2015

DISTRICT GRANT PARTNERS

• District Conference • Project fairs • LinkedIn • Facebook • Community events • Other Rotary clubs • Local nonprofit organizations • Local schools

2015

PROJECT PLANNING

• Form a three-person grant committee • Assign roles • Make an implementation plan • Establish a budget • Have a contingency plan • Have a document retention plan

2015

CREATING A BUDGET

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

2015

DISCLOSING CONFLICTS OF INTEREST

A conflict of interest: • Exists when a Rotarian benefits financially or personally from a grant • Might directly or indirectly benefit to a Rotarian • Must be disclosed

2015

SETTING GOALS

• Measurable • Qualitative • Quantitative • Gather baseline data • Determine method of measurement

2015

IMPLEMENTATION

• Communication • Financial management plan • Record keeping • Following original plan

2015

EVALUATION

• Assists with reporting • Improves future projects • Is based on goals • Is ongoing • Identifies successes

2015

LEARNING OBJECTIVES

• Identify best practices for designing a project • Develop a plan to implement your project • Understand how to create measurable goals • Discuss the importance of evaluation

2015

SESSION 2

APPLYING FOR A DISTRICT GRANT

2015

LEARNING OBJECTIVES

• Ability to write a successful grant application • Understand grant financing

2015

DISTRICT GRANT REQUIREMENTS

• Rotarian involvement • Hands on projects – not check writing • Short term – detail project dates • MUST be completed within the Rotary year • No money spent until grant is approved by The Rotary Foundation

2015

APPLYING FOR DISTRICT GRANTS

• Easy new form!

• Online application process • http:/www.matchinggrants.org/district • Minimum total budget of US$3,000 • District qualifies club

2015

DISTRICT GRANT FINANCING

• Minimum budget for a district grant is US$3,000 • Club Contributions matched 100% with DDF up to the Club’s DDF allocation

2015

DISTRICT GRANT QUALIFICATION

• Club must be current on District and RI dues • Club must be current on reporting of District and Global Grants and previous Matching Grants • Club must have 2 Rotarians attend a Grant Management Seminar • Club must sign District MOU

2015

DISTRICT GRANTS FIRST STEPS District Grant Application 2015

ONLINE APPLICATION @ matchinggrants.org

2015

APPLICATION 2015

DISTRICT GRANT TIMELINE 2015-2016

• NOW!

• May 15 • June 15 • June 15-30 Submit applications online 2014-2015 Project reports due online – Final or Progress District Grant Applications deadline Final Review of grants by committee • July 13 District Grant Awards announced • Aug. 1–June 30 Projects completed

2015

LEARNING OBJECTIVES

• Ability to write a successful grant application • Understand grant financing

2015

SESSION 3

OVERSIGHT AND REPORTING

2015

LEARNING OBJECTIVES

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

2015

STEWARDSHIP

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

2015

FINANCIAL MANAGEMENT PLAN

• Bank account for funds • Distributing funds • Use checks or bank cards to track funds • Detailed ledger

2015

DOCUMENT RETENTION

• Provide access to documents for transparency • Retain for a minimum of five years • www.matchinggrants.org/district

2015

REPORTING REQUIREMENTS

Reporting: • Verifies grants were managed properly • Provides valuable data for your club, partners, and Rotary

2015

DISTRICT GRANT REPORTS

• Report form is available on District website • Progress or Final report due May 15 • Final Report due within 2 months of completion of project

2015

LEARNING OBJECTIVES

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

2015

SESSION 4

QUALIFICATION

2015

LEARNING OBJECTIVES

• Understand qualification requirements • Understand how to manage your club’s qualification process

2015

QUALIFICATION REQUIREMENTS

• Attend a grant management seminar • Submit signed club MOU

2015

TERMS OF QUALIFICATION

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

2015

MAINTAINING QUALIFICATION

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

2015

DISTRICT GRANT MOU SIGNING

WHO SHOULD SIGN THE DISTRICT MOU?

• Clubs that will apply for a District Grant for only a local community-based project only.

• District MOU must be signed by President Elect (2015-2016) and Project Chair

2015

LEARNING OBJECTIVES

• Understand qualification requirements • Understand how to manage your club’s qualification process

2015

BREAK

District MOU Signing

NEXT SESSION:

GLOBAL GRANTS

2015

SESSION 5

APPLYING FOR AND IMPLEMENTING A GLOBAL GRANT

2015

LEARNING OBJECTIVES

• Review lifecycle of a successful project • Understand the concept of sustainability • Learn to write a successful global grant application • Understand grant financing • Qualify your club

2015

APPLYING FOR GLOBAL GRANTS

• Online application process • Meet goals of area of focus • Are sustainable • Involve Rotary clubs in two districts/countries • Minimum total budget of US$30,000 • District confirms club is qualified

2015

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

2015

PLANNING YOUR PROJECT – A REVIEW

• Conduct a needs assessment • Identify partners • Set measurable and sustainable goals • Form a three-person grant committee • Assign roles

2015

PROJECT PLANNING

• Make an implementation plan • Establish a budget • Identify possible conflicts of interest • Have a contingency plan • Have a document retention plan

2015

GLOBAL GRANT PARTNERS

• RI Convention • Project fairs • LinkedIn • Facebook • Rotary events • Ideas.Rotary.org

2015

SUSTAINABLE PROJECTS

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

2015

GLOBAL GRANT FIRST STEPS 2015

APPLICATION 2015

GLOBAL GRANT FINANCING

• Minimum budget for a global grant is US$30,000 • DDF matched 100% with World Fund • Rotarian and non-Rotarian cash contributions matched 50% with World Fund

2015

FINANCING GUIDELINES

• International sponsors provide at least 30% of total sponsor funding • Funds cannot be raised from beneficiaries or cooperating organizations in exchange for a grant • Funds cannot come from other grants • Contributions credited to donor

2015

GLOBAL GRANT FINANCING

$10,000 Club contribution= $35,000 available for Grant CLUB(S) CONTRIBUTION Note: Does not include the additional 5% TRF Administration Fee DISTRICT 5320 MATCHES: District 5320 Matches 100% of each Club’s contribution Up to $10,000 per Global Grant $10,000 $ 10,000 THE WORLD FUND MATCHES: CLUB CONTRIBUTION @ 50% DISTRICT CONTRIBUTION @ 100% $ 5,000 $10,000 TOTAL DOLLARS FOR PROJECT $ 35,000 2015

GLOBAL GRANT REPORTS

Timeline for reporting: • Progress reports within 12 months of first payment • Every 12 months through the term of the grant • Final report within two months of completion

2015

QUALIFICATION REQUIREMENTS FOR GLOBAL GRANTS

• Two club members attend a grant management seminar • Submit signed Rotary Foundation MOU

2015

TRF MOU SIGNING

WHO SHOULD SIGN THE TRF MOU?

• Clubs that will apply for a District Grant for an international project • Clubs that will be a Primary Partner in a Global Grant • MOU must be signed by President (2015 – 2016) and President Elect (2016 – 2017)

2015

LEARNING OBJECTIVES

• Review lifecycle of a successful project • Understand the concept of sustainability • Learn to write a successful global grant application • Understand grant financing • Qualify your club

2015

The Rotary Foundation MOU signing

2015

Thank you!

2015