2015 GRANT MANAGEMENT SEMINAR DISTRICT 5320. 2015 Understand how to manage a Rotary grant Learn...

2015

GRANT MANAGEMENT SEMINARDISTRICT 5320

2015

• Understand how to manage a Rotary grant

• Learn STEWARDSHIP expectations• Prepare clubs to implement the

MOU• Qualify clubs to receive grant funds

PURPOSE

2015

• 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

GRANTS ARE FUNDED WITH “DDF”

2015

• District grants• Global grants

ROTARY FOUNDATION GRANTS

2015

• 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

OVERVIEW OF ROTARY GRANTS

2015

Ensures that projects• Have proper financial controls• Adhere to technical standards• Meet the needs of

beneficiaries• Fulfill their objectives • Safeguard funds

GRANTS MANAGEMENT

2015

SESSION 1

DESIGNING AND IMPLEMENTING A PROJECT

2015

• 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

LEARNING OBJECTIVES

2015

• Meet community needs• Have measurable outcomes• May involve a partner• Have an implementation

plan• Maintain proper stewardship

of funds

SUCCESSFUL GRANT PROJECTS

2015

• Base projects on communities’ needs

• Determine whatresources your club and potential partners have

• Talk to the community

NEEDS ASSESSMENT

2015

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

DISTRICT GRANT PARTNERS

2015

• Form a three-person grant committee

• Assign roles• Make an implementation plan• Establish a budget• Have a contingency plan• Have a document retention plan

PROJECT PLANNING

2015

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

interest

CREATING A BUDGET

2015

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

DISCLOSING CONFLICTS OF INTEREST

2015

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

measurement

SETTING GOALS

2015

• Communication• Financial

management plan

• Record keeping• Following

original plan

IMPLEMENTATION

2015

• Assists with reporting

• Improves future projects

• Is based on goals • Is ongoing• Identifies successes

EVALUATION

2015

• 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

LEARNING OBJECTIVES

2015

SESSION 2

APPLYING FOR ADISTRICT GRANT

2015

• Ability to write a successful grant application

• Understand grant financing

LEARNING OBJECTIVES

2015

• 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

DISTRICT GRANT REQUIREMENTS

2015

• Easy new form!• Online application process• http:/www.matchinggrants.org/distri

ct• Minimum total budget of US$3,000• District qualifies club

APPLYING FOR DISTRICT GRANTS

2015

• Minimum budget for a district grant is US$3,000

• Club Contributions matched 100% with DDF up to the Club’s DDF allocation

DISTRICT GRANT FINANCING

2015

• 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

DISTRICT GRANT QUALIFICATION

2015

DISTRICT GRANTS FIRST STEPS

District Grant Application

2015

ONLINE APPLICATION @ matchinggrants.org

2015

APPLICATION

2015

• NOW! Submit applications online

• May 15 2014-2015 Project reports due

online – Final or Progress

• June 15 District Grant Applications

deadline

• June 15-30 Final Review of grants by

committee

• July 13 District Grant Awards

announced

• Aug. 1–June 30 Projects completed

DISTRICT GRANT TIMELINE 2015-2016

2015

• Ability to write a successful grant application

• Understand grant financing

LEARNING OBJECTIVES

2015

SESSION 3

OVERSIGHT AND REPORTING

2015

• Identify best practices for managing funds and record keeping

• Identify which documents need to be retained

• Understand reporting requirements

LEARNING OBJECTIVES

2015

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

STEWARDSHIP

2015

• Bank account for funds• Distributing funds• Use checks or bank cards

to track funds• Detailed ledger

FINANCIAL MANAGEMENT PLAN

2015

• Provide access to documents for transparency

• Retain for a minimum of five years• www.matchinggrants.org/district

DOCUMENT RETENTION

2015

REPORTING REQUIREMENTS

Reporting:• Verifies grants

were managed properly

• Provides valuable data for your club, partners, and Rotary

2015

• Report form is available on District website

• Progress or Final report due May 15

• Final Report due within 2 months of completion of project

DISTRICT GRANT REPORTS

2015

• Identify best practices for managing funds and record keeping

• Identify which documents need to be retained

• Understand reporting requirements

LEARNING OBJECTIVES

2015

SESSION 4

QUALIFICATION

2015

• Understand qualification requirements

• Understand how to manage your club’s qualification process

LEARNING OBJECTIVES

2015

• Attend a grant management seminar

• Submit signed club MOU

QUALIFICATION REQUIREMENTS

2015

• 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

TERMS OF QUALIFICATION

2015

• Follow terms of club MOU• Appoint a club member or committee

to manage club qualification• Fully implement stewardship

practices to prevent misuse of funds

MAINTAINING QUALIFICATION

2015

DISTRICT GRANT MOU SIGNINGWHO 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

• Understand qualification requirements

• Understand how to manage your club’s qualification process

LEARNING OBJECTIVES

2015

NEXT SESSION:

GLOBAL GRANTS

BREAKDistrict MOU Signing

2015

SESSION 5

APPLYING FOR AND IMPLEMENTING A GLOBAL GRANT

2015

• 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

LEARNING OBJECTIVES

2015

• 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

APPLYING FOR GLOBAL GRANTS

2015

Peace and conflict

prevention/resolution

Disease prevention and treatment

Water and sanitation

Maternal and child health

Basic education and literacy

Economic and community

development

AREAS OF FOCUS

2015

• Conduct a needs assessment• Identify partners• Set measurable and sustainable

goals• Form a three-person grant

committee• Assign roles

PLANNING YOUR PROJECT – A REVIEW

2015

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

PROJECT PLANNING

2015

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

GLOBAL GRANT PARTNERS

2015

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

SUSTAINABLE PROJECTS

2015

GLOBAL GRANT FIRST STEPS

2015

APPLICATION

2015

• 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

GLOBAL GRANT FINANCING

2015

• 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

FINANCING GUIDELINES

2015

$10,000 Club contribution= $35,000 available for Grant

CLUB(S) CONTRIBUTION $ 10,000

Note: Does not include the additional 5% TRF Administration FeeDISTRICT 5320 MATCHES: $10,000

District 5320 Matches 100% of each Club’s contributionUp to $10,000 per Global Grant

THE WORLD FUND MATCHES:CLUB CONTRIBUTION @ 50% $

5,000DISTRICT CONTRIBUTION @ 100% $10,000

TOTAL DOLLARS FOR PROJECT$ 35,000

GLOBAL GRANT FINANCING

2015

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

GLOBAL GRANT REPORTS

2015

• Two club members attend a grant management seminar

• Submit signed Rotary Foundation MOU

QUALIFICATION REQUIREMENTSFOR GLOBAL GRANTS

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

• 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

LEARNING OBJECTIVES

2015

The Rotary Foundation MOU

signing

2015

Thank you!