Grant Management Seminar 1 District 7950 Grant Management Seminar

Grant Management Seminar 2 Purpose Understand how to manage a Rotary Foundation grant Learn stewardship expectations Prepare clubs to implement the MOU Qualify clubs to receive grant funds

Grant Management Seminar 3 Grant Management Ensures that projects Have proper financial control Adhere to technical standards Meet the needs of the beneficiaries Fulfill their objectives Safeguard funds

Grant Management Seminar 4 Successful Grant Projects Meet community needs Include frequent partner communication Have implementation plan Are sustainable Maintain proper stewardship of funds

Grant Management Seminar 5 Stewardship Stewardship is the responsible management and oversight of grant funds, including: Rotarian supervision Financial records review Oversight of funds Reporting irregularities Timely submission of reports

Grant Management Seminar 6 Qualification Requirements Attend a grant management seminar (preferably 2 persons per club) Agree to club memorandum of understanding (MOU) and submit signed copy of MOU to district. Sign and submit signed copy of District Addendum Club has to be contributing to The Rotary Foundation (either in current or immediately preceding Rotary Year).

Grant Management Seminar 7 Terms of Qualification Valid for one year Club responsibility for grant funds Disclose conflicts of interest Cooperate with all audits Use grant funds properly Implement the club MOU

Grant Management Seminar Rotary Foundation Grants District grants Global grants Packaged grants 8

Grant Management Seminar 9 Session 1 Designing a Project

Grant Management Seminar 10 Learning Objectives Identify best practices for designing a project Develop a plan to implement your project Understand how to create measurable goals

Grant Management Seminar 11 Successful Grant Projects Real community needs Frequent partner communication Implementation plan Sustainable Proper stewardship of funds

Grant Management Seminar 12 Needs Assessment Base project on the community’s need Assess resources of your club and potential partners Talk to the community

Grant Management Seminar 13 Partners RI Convention Project fairs LinkedIn Matchinggrants.org/global International meetings Rotary Showcase / Facebook

Grant Management Seminar 14 Project Planning Form a three-person grant committee Assign roles Implementation plan Budget Contingency plan Document retention plan

Grant Management Seminar 15 Creating a Budget Realistic Competitive bidding Reasonable prices Disclose conflicts of interest

Grant Management Seminar 16 Setting Goals Measurable Sustainable Qualitative (descriptive) Quantitative (numeric)

Grant Management Seminar 17 Setting Goals Gather baseline data Set goals Determine method of measurement

Grant Management Seminar 18 Learning Objectives Identify best practices for designing a project Develop a plan to implement your project Understand how to create measurable goals

Grant Management Seminar 19 Session 2 Applying for and Implementing a Grant

Grant Management Seminar 20 Learning Objectives Write a successful grant application Understand grant financing Discuss the importance of evaluation

Grant Management Seminar 21 Applying for Global Grants Two-step application process online Meet goals of area of focus Be sustainable Involve Rotary clubs in two districts Minimum budget of US$30,000 District confirms club is qualified

Grant Management Seminar 22 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

Grant Management Seminar 23 Sustainable Projects Giving a community the skills and knowledge to maintain project outcomes for the long term, after grant funds have been expended

Grant Management Seminar Global Grant First Steps 24

Grant Management Seminar 25 Application

Grant Management Seminar 26 Global Grant Financing DDF matched 100% with World Fund Rotarian cash contributions matched 50% with World Fund Non-Rotarian cash contributions

Grant Management Seminar 27 District Grant Financing Club contribution matched 100% with district funds (minimum $500, maximum $3,000) for projects valued from $1,000 to $6,000 Preference given to local (rather than international) projects – i.e., “back yard projects” Amount available in : $25,000

Grant Management Seminar 28 Financing Guidelines - DISTRICT Contributions raised by Rotarians from various sources Funds cannot be raised from beneficiaries in exchange for a grant Funds cannot come from other grants Contributions credited to donor Matching funds provided only upon completion of project and final report (to include receipts for expenditures)

Grant Management Seminar 29 Financing Guidelines - GLOBAL Contributions raised by Rotarians Funds cannot be raised from beneficiaries in exchange for a grant Funds cannot come from other grants Contributions credited to donor

Grant Management Seminar 30 Implementation Communication Financial management plan Recordkeeping Following original plan

Grant Management Seminar 31 Evaluation Assists with reporting Improves future projects Based on goals Ongoing process Identifies successes

Grant Management Seminar 32 Learning Objectives Write a successful grant application Understand grant financing Discuss the importance of evaluation

Grant Management Seminar 33 Session 3 Oversight and Reporting

Grant Management Seminar 34 Learning Objectives Identify best practices for managing funds and record keeping Identify which documents need to be retained Understand reporting requirements

Grant Management Seminar 35 Financial Management Plan Bank account for funds Distributing funds Use checks/bank cards to track funds Detailed ledger Include local laws

Grant Management Seminar 36 Resources Document retention worksheet Financial management plan worksheet Transferring custody of a bank account More on Rotary.org

Grant Management Seminar 37 Document Retention Provide access Retain for a minimum of five years Make copies

Grant Management Seminar 38 District Grant Reports Full Transparency – Using District Website Post all Grants Both District & Global with updated status All Rotarians will have access to grant details online at Rotary.org member access.

Grant Management Seminar 39 Global 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 District Grant Reports: Frequency Upon completion of project and final report

Grant Management Seminar 40 Global and District Grant Reports: Content 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

Grant Management Seminar 41 Conflict 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)

Grant Management Seminar 42 Learning Objectives Identify best practices for managing funds and record keeping Identify which documents need to be retained Understand reporting requirements

Grant Management Seminar 43 Session 4 Qualification

Grant Management Seminar 44 Learning Objectives Understand qualification requirements Manage your club’s qualification

Grant Management Seminar 45 Qualification Requirements Attend a grant management seminar Submit signed club MOU and District Addendum Club has to be contributing to The Rotary Foundation either in this or the immediately preceding Rotary Year).

Grant Management Seminar 46 Maintaining Qualification Follow terms of club MOU Appoint club member/committee to manage club qualification Fully implement stewardship practices to prevent misuse of funds

Grant Management Seminar 47 Learning Objectives Understand qualification requirements Manage club qualification

Grant Management Seminar 48 Thank you