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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!