1 Part 2 Creating a Project

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

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

4 Project Planning Form a grant committee Assign roles Implementation plan Budget Contingency plan Document retention plan

5 Setting Goals Measurable Sustainable Qualitative (descriptive) Quantitative (numeric)

6 Setting Goals Gather baseline data Set goals Determine method of measurement

Rotary 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 7

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 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 1 st

11 Applying 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

12 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

13 Sustainable Projects Gi ve 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 Steps Login, Questionnaire, Application Form Using MEMBER ACCESS 14

15 Global Grant Financing DDF matched 100% with World Fund Rotarian cash contributions matched 50% with World Fund Non-Rotarian/Organization cash contributions direct to project

16 Financing 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

19 Implementation Communication Financial management plan Recordkeeping Following original plan Change Notification

20 Evaluation Assists with reporting Improves future projects Based on goals Ongoing process Identifies successes

21 Club/Committee Qualification 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

22 Maintaining Qualification Follow terms of Club MOU Appoint Club member/committee to manage Club qualification Fully implement stewardship practices to prevent misuse of funds

23 Financial Management Plan Bank account for funds for Grants Expending funds on project Use checks/bank cards to track funds Detailed ledger Know & comply with 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

25 Document 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

27 District 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…

28 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 Online through Member Access

29 Global 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

30 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)

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