TITLE | 1 D9630 GRANT MANAGEMENT SEMINAR WEBINAR SERIES 2014/15 PART 3 - OVERSIGHT AND REPORTING

TITLE | 2 D9630 WEBINAR SERIES  Webinar #1 – Designing a Project  Webinar #2 – Applying for and Implementing a Grant  Webinar #3 – Oversight and Reporting  Webinar #4 - Qualification

TITLE | 3 Welcome to the webinar The purpose of this series of four webinars is to help clubs:- Understand how to manage a Rotary grant Learn stewardship expectations Prepare clubs to implement the MOU Qualify clubs to receive grant funds

TITLE | 4 Welcome to the webinar We will Overview the new Grant structure:- More decision-making power at the club and district levels Two types: global grants, district grants Simplified leadership structures Flexible DDF and scholarships Vocational training teams

TITLE | 5 Welcome to the webinar The series will ensure that projects:- Have proper financial controls Adhere to technical standards Meet the needs of beneficiaries Fulfill their objectives Safeguard funds

TITLE | 6 Meet our panelist Panelist: DGE John Crawford Rotary Club of Loganholme

TITLE | 7 Meet our panelist Panelist: PP Martti Kankkunen Rotary Club of Logan

D9630 GRANT MANAGEMENT SEMINAR Subject - PART 3 - OVERSIGHT AND REPORTING Organizer/Presenter Date D9630

TITLE | 9 Seminar Three – Oversight and Reporting LEARNING OBJECTIVES Identify best practices for managing funds and record keeping Identify which documents need to be retained Understand reporting requirements

TITLE | 10 STEWARDSHIP 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

TITLE | 11 FINANCIAL MANAGEMENT PLAN Bank account for funds Distributing funds Use cheques or bank cards to track funds Detailed ledger

TITLE | 12 DOCUMENT RETENTION Provide access to documents for transparency Retain for a minimum of five years Make copies

TITLE | 13 REPORTING REQUIREMENTS Reporting: Verifies grants were managed properly Provides valuable data for your club, partners, and Rotary

TITLE | 14 DISTRICT GRANT REPORTS Provide quarterly Progress Reports to the District Committee Provide a Final Report within 2 months of completion, and before the end of the Rotary year Aqualift Shower Trolley – Local Retirement Village

TITLE | 15 DISTRICT GRANT REPORTS Any significant changes to the project time frame must be approved by the District Committee If the project falls through, and an alternate project is not put forward for consideration, the funds must be returned Literacy – “Take Home Readers”

TITLE | 16 GLOBAL GRANT REPORTS 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 Vermin Proof Silos Timor Leste

TITLE | 17 GLOBAL GRANT REPORTS Your global grant report should include: 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

TITLE | 18 LEARNING OBJECTIVES Identify best practices for managing funds and record keeping Identify which documents need to be retained Understand reporting requirements

TITLE | 19 Questions?

TITLE | 20 POLL

TITLE | 21 Thank you!