Rotary Foundation Global Grants Lessons Learnt. From the frying pan into the fire!

Foundation Seminar 2012 Lessons Learnt -1. Must have reliable host. Must do a community needs assessment, and take photographic evidence where available. Must prepare a evaluation plan. – (there is a tool kit for this with the measurable goals TRF is looking for) Don’t split the grant to avoid mandatory requirements, e.g. Cadre review prior to approval Get quotations for budget items (min of 3). TRF does want reasonably detailed budget with suppliers named, (“various”is unacceptable)

Foundation Seminar 2012 Lessons Learnt -2. Don’t change grant activities without approval from TRF coordinator. – E.g. Wilserv II changed drilling 10 deep wells at Principal’s request to plumbing into community reticulation system 500 meters away. Caught out by audit. (6% variance per item) Must build in sustainability. Training program Memorandum of understanding with recipients Wilserv II -53 MOU’s must be sent to TRF. Time line TRF allows 6 months for each stage (you can request extensions)

Foundation Seminar 2012 Lessons Learnt-3. All work is done online. Club president MUST have internet capability as they need to authorize application and reports. Get copy of a completed Global Grant including stages – Proposal – Application (several parts) – Report (20 questions) – USE cut and paste. The more you put in the application the better. TRF will ask for further information.

Foundation Seminar 2012 Lessons Learnt-4. Funding sources: – DDF- matched 100% (1:1). – Rotary Club money-matched 50% (50c in $). – Rotarian money – matched 50% – Rotary controlled trusts e.g. Dreaming Foundation –matched 50%. – Contributions from other organizations, e.g. Meals on wheels - NOT matched. (Funds would need to come from Rotary entity – club or Rotarian). Supportive documentation can be uploaded as file to website. Each grant must have specific bank account. – Grant can be split between host and international sponsors (2 accounts). – No additional $ to be added to account. (Draw down on account).

Foundation Seminar 2012 Lessons Learnt -5. The Host MUST be involved from the START. – ACTIVE INVOLVEMENT. – Our “failed” grants Afar in Ethiopia Educational kits for AIDS orphans in Nairobi. (project came from Australian sources) If something goes wrong with the Grant then the consequences are: For club sponsored/hosted grant…….club cannot apply for further grants until issue resolved. District sponsored/hosted grant…….district & all clubs within the district cannot apply for further grants until issue resolved. Both parties are penalized. (refund $)

Foundation Seminar 2012 Lessons Learnt -6. Must review proposal, application, or reports BEFORE AUTHORIZATIONS. If you open document after an officer has authorized the stage e.g. report, the authorization is cancelled and you all need to re authorize. (Reason – it assumes changes have been made.)

Foundation Seminar 2012 The Application

Foundation Seminar 2012 What is sustainability? The Rotary Foundation defines sustainability as the capacity for maintaining long-term outcomes to serve the ongoing need of a community after grant funds have been expended.sustainability

Foundation Seminar 2012 What is new? Applications now allow 2 persons to travel to host project provided skills are not available within hosts country. Grant proposals can include Humanitarian project, Scholarships, & Vocational Training Team in the one grant. – Dialysis equipment & ultra sound equipment. – VTT outgoing / incoming for training purposes. – Post graduate study in medicine at University. – (Must have teams & scholar selected before submitting application as details are required).

Foundation Seminar 2012 Reporting Submitting timely reports is required and essential to evaluating the success of your project. Progress reports are due within 12 months of the first issued payment and every 12 months thereafter. A final report is due within two months of completion of the project.

Foundation Seminar 2012 There will be changes The Grant process is being updated. I had a first look last night. Preview/trial……(help) The questions are similar, if not the same. Will need to do the community needs assessment. Need to work out an “activity plan” step by step plan of action. Will need to show how your club is going to be “actively involved” in the project.