1 Part 2 Creating a Project. 2 Successful Grant Projects Real community needs Frequent partner...

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Part 2Part 2

Creating a ProjectCreating a Project

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Successful Grant ProjectsSuccessful Grant Projects• Real community needs

• Frequent partner communication

• Implementation plan

• Sustainable

• Proper stewardship of funds

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Needs AssessmentNeeds Assessment

• Base project on the community’s need

• Assess resources of your club and potential partners

• Talk to the community

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Project PlanningProject Planning

• Form a grant committee

• Assign roles

• Implementation plan

• Budget

• Contingency plan

• Document retention plan

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Setting GoalsSetting Goals

• Measurable

• Sustainable

• Qualitative (descriptive)

• Quantitative (numeric)

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Setting GoalsSetting Goals

• Gather baseline data

• Set goals

• Determine method of measurement

Rotary Foundation GrantsRotary Foundation Grants

• District grant– Less than $30K: Local, International

• Global grants– $30K or more: International

• Packaged grants– Strategic Partners– Pre-Financed– Looking for Rotarian participation/volunteering

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District Grants (districts decide)• Examples

– Local community projects– Scholarships– Travel for humanitarian projects– Vocational Training Exchanges– Int’l Medical Missions– Disaster Recovery

District Grant Requirements

• Club must be certified– attend Grant Training– Sign the Club MOU

• Support of The Rotary Foundation

• Areas of Focus

• Within Available Funds

District Grant Application Process

• Submit Proposal to District Grant Committee (Use District website www.rotarydistrict7410.org)

• Area of Focus

• Grant Committee Review / Project Selection

• Club Project Approval by District…

• District submits spending plan to RI

• TRF Funds arrive on or after July 1st

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Applying for Global GrantsApplying for Global Grants

• Application process online -

Questionnaire & Form

• Meet goals of Areas of Focus

• Be sustainable

• Involve Rotary Clubs in two Int’l Districts

• Minimum budget of US$30,000

• District confirms Club is qualified

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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

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Sustainable ProjectsSustainable Projects

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

• Optimally use of local resources, regional input, and indigenous knowledge.

• Prepare professionals to increase impact and improve effectiveness in the communities and vocations in which they work.

Global Grant First StepsGlobal Grant First Steps

• Login, Questionnaire, Application Form

Using MEMBER ACCESS

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Global Grant FinancingGlobal Grant Financing

• DDF matched 100% with World Fund

• Rotarian cash contributions matched 50% with World Fund

• Non-Rotarian/Organization cash contributions direct to project

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Financing GuidelinesFinancing Guidelines

• Contributions raised by Rotarians

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

• Funds cannot come from other TRF grant projects

• Contributions credited to donor

Transition Timeline (example)2012• Fall 2012 Grant Management Seminar

2013•Jan Grants management Seminars Con’t•Jan MOU & Club Qualification period opens• Mar Grant proposal process opens• Apr 30 13/14 Grant proposal period ends• Jun 1 District and Global Grants selected

District Grant Spending Plan submitted• Jul 1 Global Grant Application submission starts

Future Timeline for Applications(example)2013• Aug 1 DGE issues Request for Project Proposals• Nov 1 Grant proposal process opens

2014• Jan 1 MoU & Club Qualification renewals begin• Mar 1 14/15 Grant proposal period ends• Mar 31 District and Global Grants selected• Apr 1 Global Grant Application submission• May 1 District Grant Spending Plan sent to RI

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ImplementationImplementation

• Communication

• Financial management plan

• Recordkeeping

• Following original plan

• Change Notification

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EvaluationEvaluation

• Assists with reporting

• Improves future projects

• Based on goals

• Ongoing process

• Identifies successes

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Club/CommitteeClub/CommitteeQualification RequirementsQualification Requirements

• Club or Committee member attend a grant management seminar (2 suggested)

• Club annually sign memorandum of understanding and submit signed MOU to District

• Meet the requirements of grants

• Maintain trained Club grant managers

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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

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Financial Management PlanFinancial Management Plan

• Bank account for funds for Grants

• Expending funds on project

• Use checks/bank cards to track funds

• Detailed ledger

• Know & complywith local laws

Resources• Grant Management Manual• Areas of Focus• Preparing Your Club for Future Vision• Rotary e-Learning Center• Future Vision Reference Guide• New TRF Grants FAQ’s• Grant Terms & Conditions• TRF Grant Memo of Understanding• www.rotary.org/grants

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Document RetentionDocument Retention

• Provide access

• Retain for a minimum of five years

• Make copies

Reporting

• A requirement

• Verifies grants were managed properly

• Provides communication and builds trust

• Provides for celebration of success

• Encourages future giving

• Provides evaluation data

• Permits TRF to understand effectiveness

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District Grant ReportsDistrict Grant Reports• Report any changes to project from proposed

scope and beneficiaries…• Progress Reports

– For projects still active• Final Report

– For completed projects• Final reports normally within 12 months of grant

award.• On-line web system in development… stay tuned…

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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

• Online through Member Access

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Global Grant Reports: ContentGlobal Grant Reports: Content• On-Line through MEMBER ACCESS

• 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 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)

Rotary Foundation Mission

To enable Rotarians to advance world understanding,

goodwill, and peace through the improvement of health,

the support of education, and the alleviation of poverty