1. HOW TO USE THE NEW GLOBAL GRANT REPORT

2. How to use the new global grant report
You will learn:
How to use the new global grant report

3. GLOBAL GRANT REPORT Most fields are required
Progress and final reports are similar
Information entered previously may no longer be visible to Rotarians
Report will automatically include information provided in the grant application
Tool tips are available
The colors of the sections will change based on whether they have been completed or not

4. GLOBAL GRANT REPORT
To start a progress or final report for your grant, either of the two primary contacts will log in to the Grant Center and go to My Grants. You will need to scroll down to the Approved grants section to see all of the approved grants that you’re involved in. Or use Filter to search for a grant by number. When you find the grant, click the Reports link on the right hand side.

5. GLOBAL GRANT REPORT
If any reports have been completed previously for a grant, they will be listed on the report landing page, and you can view them. If you have already started a report, choose Edit to continue your work on it. To start a new report, click Start a Report.
Please note that you cannot work on two different reports for the same grant at the same time. For example, if you have a submitted progress report you cannot start your next report until the progress report has been accepted.

6. GLOBAL GRANT REPORT
Once you have started working on your report you will be able to select the type of report. Select Progress Report if the project is has not been completed and is still in progress. Choose Final Report if all project activities have been completed and all funds have been spent. Then click Continue.
If you need to change the report from a progress to a final report, or vice versa, select Change Report Type.

7. GLOBAL GRANT REPORT
When you open the report, you will see a panel on the right hand side. In this panel you will see the report type (i.e. progress or final report), the report status and the next report due date. In the middle of this column, you will see links to create a PDF copy of the report as well as a PDF copy of the application. And, at the bottom of the column you will find a list of global grant resources that you may find helpful as you complete your report.

8. GLOBAL GRANT REPORT
The global grant report has a similar layout to the global grant application in that the information is arranged vertically, rather than horizontally across tabs. The first section that you will complete is Committee Members.
The primary and secondary contacts that were entered into the grant application will automatically pull into the report. You can make changes to secondary committee members in this section but you cannot edit the primary contacts. If there have been changes to any committee members during the project implementation, you can remove them by clicking on the X to the right of their information or you have the option to add new committee members.
Once you have made a change in the committee members you have to option to notify all committee members that there has been a change.
If you remove any secondary committee members please be sure to add the Rotarian who is replacing them. As reminder a project committee must have a minimum of 3 active Rotarians.
Click the Save & Continue button to move to the next section.

9. GLOBAL GRANT REPORT
In the Project Objectives and Implementation step of the report you will enter information about the progress made on the project to date.
When you completed your global grant application, you entered information about the project objectives. That information will be automatically pulled into this section of the report and it is not editable. If any of your project objectives have changed, you will have the opportunity to explain why here. In this section you will also provide details about the progress made or if you haven’t made any progress.
Also in this section, you will answer questions about project implementation. In step 10 of the global grant application, you identified specific activities that you planned to implement. Those activities will be automatically transferred in the report, and you will need to report on the status of each one. You can add additional activities here if needed. If you submitted your application prior to December 2016, this section will be blank. No activities will be included. However, you will need to add new ones.
In this section of the report you can also upload photos and other documents. Although photos aren’t required, they help tell the story of the wonderful work that you’ve accomplished through your project.

10. GLOBAL GRANT REPORT
The next section of the report is Measuring Success. This is where you will add information about the success of the project. You will need to enter the number of people that directly benefited from the project. Please note that you can only enter numbers in this field.
The area of focus measures that you selected in Step 5 of the application, as a way to measure the impact of your project, will be automatically transferred into the report. You will need to update the status of each measure. You also have the option to add new measures, if applicable. Previously this information was requested only for final reports. It now required in both progress and final reports.
After you have reported on the project measures you will need to provide the information of the person or organization that has and will continue to monitor and evaluate the impact of your project.
As a reminder please click save and continue after each section you complete.

11. GLOBAL GRANT REPORT
In the next section, Participants, you will describe how the sponsors have participated in the project. You may also enter any other clubs or districts that have helped with the project.
If any cooperating organizations were involved in the project, you will provide details about how they participated here. The names of any cooperating organizations identified in the application will automatically be displayed in the report. This section will only be displayed for projects where a cooperating organization was identified in the application. For projects with multiple cooperating organizations, there will be a required field for each organization.

12. GLOBAL GRANT REPORT
If your grant includes a scholarship, you will provide information about the scholar in the Participants section of the report.
A report for a global grant scholarship involves two components. One of the two primary contacts will need to answer some questions in this section about the scholars participation and involvement with the sponsors.
The scholar will have access to and will need to complete the Scholar Evaluation section. Only the scholar will have access to this section of the report. Rotarians will not be able to edit the information provided by the scholar but they will be able to view it. This evaluation is required for all reports, whether they are progress or final reports.

13. GLOBAL GRANT REPORT
If your project includes a vocational training team, the Vocational Training Teams section of the report will be visible.
The VTT leader will have access to and will need to complete the VTT narrative section. If the team has traveled, they will select Yes, and more questions will be displayed. The team leader will answer these questions and authorize the section upon completion.
If a team has not traveled the leader will select No and explain why. If multiple teams are involved in the grant, the leader of each team will need to complete and authorize their team’s section of the report. They will each have access to their section of the report.

14. GLOBAL GRANT REPORT
Next is the Project Expenditures section, in which you will have to input what you have spent. This section has two parts, the Expense log and the Expense Summary. The expense log is where you will enter the details about the items approved for grant funding in your application. To view what you originally budgeted for, you can click on “view your Project Budget from your application” located underneath the Expense log header. The expense summary is a view only section that summarizes your expenses by categories and cannot be edited.
When completing the Expense log you will enter the following details about your purchases: -purchase date
-currency of purchase
-expense amount
-category
-description of the expense
-supplier
The expense summary chart located beneath the expense log will show the expenses against the budget categories originally entered in the application. The figures in the expense summary will be automatically updating as new expenses are added.
At the bottom of this section you will also explain if your project had any unexpected or unusually large variances. In final reports, there will be a question about returning unused funds to the Foundation.

15. GLOBAL GRANT REPORT
In the Financial Details section, you’ll answer questions about the project’s budget, financial management, and challenges.
For both progress reports and final reports, you must provide copies of all the bank statements. You may also upload any other supporting documentation, such as a ledger or receipts. You will be required to upload your bank statements in this section before you may move forward.
If your project included microcredit activities, you will upload the completed microcredit report supplement in this section in your final report.

16. GLOBAL GRANT REPORT
When you’ve completed the entire report, you’re ready to finalize and submit it. Check each answer you’ve given to make sure all of the information is accurate and complete. You may find it helpful to print the full report.
In the Review and Lock section, any incomplete sections will be listed and highlighted here, and the authorization lock function will be disabled until those sections are completed. After you review and locked the report you will need to authorize it. This will change its status from “Draft” to “Authorizations Required” and make it read-only — you won’t be able to make changes. Only the primary contacts can lock the report.

17. GLOBAL GRANT REPORT
In the last section, Authorizations, the primary contacts and club president (if the grant is club-sponsored) or district Rotary Foundation committee chair (if it is district-sponsored) will authorize the report. The authorizers will need to review the authorization information, then click Authorize now button. Once the first authorization is provided ( the primary contact completing the report) an automated will be sent to all the required authorizers informing them that their authorization is needed.
As soon as everyone who needs to authorize the report does so, the report is automatically submitted to The Rotary Foundation for review. After your report is submitted, you cannot change it without contacting Rotary staff.

18. Thank you!