Grants Management Module District 7690

Grants Management Module District 7690
Club Process In this presentation we will be using SCREEN SHOTS. We know that you will not be able to read the screen shots we’ll show you. We are trying to show you what the screen looks like so that when you are working in the program you may be able to recognize each step of the process. This PowerPoint presentation will be available for you to download. You will find it on the District website in several formats ( under THE ROTARY FOUNDATION QUICKFIND section. For now we want to give you an overview of the process. Sit back and relax. If you try to take notes now you will quickly loose your way. February 11, 2018 Grants Management Module - District Club Process

Grants Management Module - District 7690 Club Process
What we will cover: Accessing the Grants Module Selecting the correct OrgYear Identifying Club Grant Signers Creating a Club Grant Application Signing and Submitting Club Grants Preparing the Final Report Signing the Final Report NOTE: A brief word of warning. In this training session we will be using the terms “GRANT APPLICATION” and “GRANT” interchangeably. We will cover . . . Accessing the Grants Module Selecting the correct OrgYear Identifying Club Grant Signers Creating a Club Grant Application Signing and Submitting Club Grants Preparing the Final Report Signing the Final Report February 11, 2018 Grants Management Module - District Club Process

Accessing the Grants Module Selecting the correct OrgYear Identifying Club Grant Signers Creating a Club Grant Application Signing and Submitting Club Grants Preparing the Final Report Signing the Final Report Accessing the Grants Module . . . February 11, 2018 Grants Management Module - District Club Process

Accessing the Grants Module Sign in to DACdb: Use your own Username Password club number First, I hope all of you are aware of District and Club Database (DACdb), and that you have signed on from time to time. If you haven’t and need help with your Username, Password, and Club Number contact DACdb Technical Support - Phil Morris, or Karen Morris. February 11, 2018 Grants Management Module - District Club Process

Accessing the Grants Module From the Home Page you will find the Grants tab at the top of the screen. When you click on Grants you will enter the DACdb Grants Module. Accessing the Grants Module is that simple. February 11, 2018 Grants Management Module - District Club Process

Accessing the Grants Module Selecting the correct OrgYear Identifying Club Grant Signers Creating a Club Grant Application Signing and Submitting Club Grants Preparing the Final Report Signing the Final Report Let’s move on to OrgYear. February 11, 2018 Grants Management Module - District Club Process

Selecting the correct OrgYear
Always check the OrgYear In the illustration we are using for this training, assume we are still in the Rotary year. We will call this an OrgYear. OrgYears start in July and end in June. We will be applying for a grant for the Rotary year. Click on Change OrgYear button to move to the OrgYear. Always check the OrgYear February 11, 2018 Grants Management Module - District Club Process

Always check the OrgYear From the drop-down box in the window that opens select next year ( ) as the OrgYear. Always check the OrgYear February 11, 2018 Grants Management Module - District Club Process

Always check the OrgYear You can put a check in “Save this as my working OrgYear” but it is our experience that most time the current OrgYear will most always come up. Your experience may vary. Always check the OrgYear February 11, 2018 Grants Management Module - District Club Process

Once the appropriate year shows up on the screen you are ready to move on to the next step. DONE! February 11, 2018 Grants Management Module - District Club Process

Accessing the Grants Module Selecting the correct OrgYear Identifying Club Grant Signers Creating a Club Grant Application Signing and Submitting Club Grants Preparing the Final Report Signing the Final Report You will need to identify which club members will be required to sign the grant. This will probably be next year’s club president and the project leader. February 11, 2018 Grants Management Module - District Club Process

Identifying Club Grant Signers Click on the Grants tab, then select Admin from the menu on the left side of the screen. February 11, 2018 Grants Management Module - District Club Process

Identifying Club Grant Signers Then click on the Club Signatures option. February 11, 2018 Grants Management Module - District Club Process

transfer right = >>
Identifying Club Grant Signers Select the names of the two signers from the left side of the screen, . . . and click on the greater than, greater than ‘icon’ to move the names to the right side of the screen. transfer right = >> February 11, 2018 Grants Management Module - District Club Process

Identifying Club Grant Signers And SAVE! February 11, 2018 Grants Management Module - District Club Process

Accessing the Grants Module Selecting the correct OrgYear Identifying Club Grant Signers Creating a Club Grant Application Signing and Submitting Club Grants Preparing the Final Report Signing the Final Report Now we are ready to create the club grant application. February 11, 2018 Grants Management Module - District Club Process

Creating a Club Grant Application
Click on the Grants tab . . . Make sure you are in the correct OrgYear Click on Club Grants from the menu on the left. February 11, 2018 Grants Management Module - District Club Process

Click on: New Club Grant Request – Click Here to Create Grant Click on the New Club Grant Request – Click Here to Create Grant button on the upper left of the window. February 11, 2018 Grants Management Module - District Club Process

Details tab Fill in ALL fields . . . Priority: set to “1” RI Grant No: leave blank Check No: leave blank If not applicable use NA ALERT: Recent Program Revision: Financial Information has moved to the ‘Budget’ window (which we will get to shortly.) You will see three tabs: Details, Contacts, Application First, open the Details tab . . . Complete all information requested Fill in each field Read the instructions by each field. Take special notice of the following fields, the are well labelled on the screen: Priority shows up as “2.” Set this to “1” unless your club is submitting more than one Grant Application. RI Grant No: leave this blank. The system will fill this in. Check No: leave this blank. The District will fill this in. Scroll down to the bottom of this page . . . Scroll Down February 11, 2018 Grants Management Module - District Club Process

Details tab Keep this description brief . In the Project Description field, keep your description brief. You will be asked for a detailed description in another section of the Grant Application. If your club is partnering with another club add the name of the other club to your club’s name. (Select from the left list; greater than, greater than to the right list.) If partnering with another club show it here. Scroll Down February 11, 2018 Grants Management Module - District Club Process

Details tab If you are partnering with another club and you have listed two clubs in the right column be aware that the Grant Application now requires 4 club signers signers from each club. If you are partnering with another club and you have listed two clubs in the right column be aware that the Grant Application now requires 4 club signers signers from each club. February 11, 2018 Grants Management Module - District Club Process

Contacts tab Return to the top of the page and select the Contacts tab Now we move to the Contacts tab near the top of the page. February 11, 2018 Grants Management Module - District Club Process

Contacts tab CONTACTS: Club members who have an interest in the project. When the status of the grant changes they will receive an . CLUB CONTACTS are club member who need to be aware of the progress of the Grant Application as it moves through the process of being approved and implemented. Club Contacts will be receiving notifying them each time the status of the grant changes. CLUB SIGNERS have already been identified at the beginning of this process. Their names should not be listed under Club Contacts. Club Signers have already been selected. They will receive the same s as well. They don’t need to be included in the Contacts list. February 11, 2018 Grants Management Module - District Club Process

Application tab After selecting your Contacts, Click on the Application tab Once you have identified the Club Contacts move to the Application tab. February 11, 2018 Grants Management Module - District Club Process

Application tab This is the Grant Application page. Include detailed information on this page. This is the ‘meat’ of the application. This is where you want to include detailed information. February 11, 2018 Grants Management Module - District Club Process

Application tab Fill in each field If a field is not applicable fill it in with “NA” Fill in each field. If a field is not applicable fill it in with “NA” or “N/A” or “na.” February 11, 2018 Grants Management Module - District Club Process

Application tab Fill in each field If a field is not applicable fill it in with NA You will have scroll down the page to see all of the fields that need to be filled in. On one of the computers we used for testing some of the fields did not appear correctly. Once we started typing in them they returned to their proper shape. February 11, 2018 Grants Management Module - District Club Process

Application tab Fill in each field If a field is not applicable fill it in with NA Be sure to check the “Yes, I understand and accept the terms “ statement. February 11, 2018 Grants Management Module - District Club Process

Application tab Fill in each field If a field is not applicable fill it in with NA After you have completed the Application tab, be sure to SAVE! February 11, 2018 Grants Management Module - District Club Process

Budget tab After you have SAVED you will find two new tabs: BUDGET DOCUMENTS Once you have saved the Details, Contacts, and Application tabs, two new tabs will appear: Budget, and Documents Now you will give Budget details. Click on the Budget tab. Click on the Budget tab February 11, 2018 Grants Management Module - District Club Process

Budget tab Click on Add Expense Fill in the Income Items. You will put your REQUESTED DDF FUNDING and CLUB FUNDS REQUIRED here. You may want to adjust the language of the description, and if you are aware of additional funding sources that you will be using you will want to Add that information here. In the Expense Items section estimate how the funds (both club funds and grant funds) will be used. When you click on Add Expense . . . You will need to estimate how the money will be spent. ALERT: Recent Program Revision: Financial Information has moved to the ‘Budget’ window (this is the Budget Window.) ESTIMATED INCOME DETAILS GO HERE February 11, 2018 Grants Management Module - District Club Process

Budget tab . . . This window will open. Type in the description and the amount estimated, the click on Add February 11, 2018 Grants Management Module - District Club Process

Budget tab The information you have just added appears in the Expense Items section. February 11, 2018 Grants Management Module - District Club Process

Budget tab For this demonstration we added another expense item . . . February 11, 2018 Grants Management Module - District Club Process

Budget tab It shows up here. February 11, 2018 Grants Management Module - District Club Process

Budget tab And another item February 11, 2018 Grants Management Module - District Club Process

Budget tab Which shows up here. February 11, 2018 Grants Management Module - District Club Process

Documents tab Click on the Documents tab Note: Income items must equal Expense items. When you are satisfied with the Budget estimates, click on Documents. February 11, 2018 Grants Management Module - District Club Process

If you have any documentation (letters, estimates, the MOU, etc.) you should scan them as soon as you receive them and upload them here. You can organize them as best suits your needs by Adding Folders, Renaming Folders, etc. At this point you may not have any documents, letters, photos or supporting material to include in the Documents tab. If you do here is where you can do that. Note you can manage your documents and photos as best suits your needs: You can add folders, rename folders, whatever works best for you. You can organize them as best suits your needs: Add folders Rename folders February 11, 2018 Grants Management Module - District Club Process

Documents tab You may recognize this process: Click on Browse . . . Click on the Browse button February 11, 2018 Grants Management Module - District Club Process

Select the document, or photo from your computer (in Windows you highlight the file name and click on Open February 11, 2018 Grants Management Module - District Club Process

Documents tab Then click on Upload File. Have patience. On our test run it took about 15 to 30 seconds to upload each item, but that might just be our computer and our internet connection. (Patience! Give it 30 seconds.) February 11, 2018 Grants Management Module - District Club Process

ABOUT FILE TYPES - .PDF -vs- .JPG, .PNG Filename.pdf If you upload a file in Portable Document Format (.pdf) it will appear in your final report as a link. You will not be able to see the document until you click on the link. Filename.jpg or Filename.png If you upload a graphic file it will appear in your final report as a picture embedded into the document. Generally it is preferable to save your documents as graphics (.jpg or .png). When you upload a graphic to support your grant it will appear in the final report as a picture. A graphic is embedded directly into the report. If you upload a text document (.doc or .pdf or .txt) it will be visible in the final report as a link. In most cases (receipts, single page documents) the graphic file is preferred. If you have multiple page document, probably the .pdf is a better file type. February 11, 2018 Grants Management Module - District Club Process

When you have completed filling in the Details, Contacts, Application, Budget, and Documents pages . . . Be sure to SAVE ! Once you have completed the Details, Contacts, Application, Budget and Documents pages BE SURE TO SAVE. February 11, 2018 Grants Management Module - District Club Process

When you SAVE the completed Club Grant Application: An – Subject: ClubName Draft Grant GrantName is ready for club review - will be sent to all CLUB SIGNERS and CLUB CONTACTS After you have saved, an will be sent to all club signers and contacts telling them that the application is ready for their review. (Status = DRAFT) February 11, 2018 Grants Management Module - District Club Process

How to access a Club Grant Application
Once it has been created Club Signers and Club Contacts can access a club grant application: Click on the Grants tab Click on Club Grants Click on the Pencil Edit icon next to the name of the project 2. Club Grants 1. 1. Grants A quick review on how club signers and club contacts access the grant application. 2. Pencil Edit Icon February 11, 2018 Grants Management Module - District Club Process

How to access a Club Grant Application
About the ICONS . . . Pencil Edit Delete Opens Grants for editing. Shows details of the grant. When a Grant is deleted it is gone! To access the details of the grant application click on the Pencil-Edit icon. February 11, 2018 Grants Management Module - District Club Process

Accessing the Grants Module Selecting the correct OrgYear Identifying Club Grant Signers Creating a Club Grant Application Signing and Submitting Club Grants Preparing the Final Report Signing the Final Report Signing and Submitting Club Grants . . . February 11, 2018 Grants Management Module - District Club Process

Signing and Submitting Club Grants
At this point assume that the club’s “project committee” has reviewed the application and the club signers have been instructed to sign the Club Grant Application. Two club signers are required for each club participating in the grant. At this point assume that the club’s “project committee” has reviewed the application and the club signers have been instructed to sign the Club Grant Application. Signers cannot sign the club grant application unless they are logged in using their specific credentials (username, password, clubnumber) Each club signer must log on DACdb using his/her unique username, password, and club number to be able to sign the grant. February 11, 2018 Grants Management Module - District Club Process

When the grant application is ready to be signed, click on Club: Collect Grant Signatures When the grant application is ready to be signed click on Club: Collect Grant Signatures. February 11, 2018 Grants Management Module - District Club Process

Click OK to confirm that it is time to collect signatures. Once this is confirmed the Grant Application is locked at the club level. February 11, 2018 Grants Management Module - District Club Process

When you have confirmed that the grant application is ready for signatures An – SUBJECT: ClubName Draft Grant GrantName is ready for club signatures will be sent to all CLUB SIGNERS and to all CLUB CONTACTS (Status = SUBMITTED GRANT FOR CLUB APPROVAL) is sent to all club signers and club contacts letting them know that it is time for the signers to login and sign the grant application. February 11, 2018 Grants Management Module - District Club Process

The grant application has left “DRAFT” status. “This Grant is locked and you are unable to save changes in its current state. However, you may continue to add expenses, upload files and file reports.” The Grant may be edited by the District (probably after consulting the club.) The Grant is locked. It can be returned to draft form. February 11, 2018 Grants Management Module - District Club Process

A Club Signer accesses the Club Grant Application: Grants tab Club Grants Pencil Edit There are two new tabs: Activity Log Signatures If the person who clicked on Club: Collect Grant Signatures is to be the first Club Signer, he/she should re-access the grant (Grants tab > Club Grants > open (pencil-edit) the grant, otherwise the Club: Sign Grant Application button will not be available. February 11, 2018 Grants Management Module - District Club Process

The Club Signer clicks on Club: Sign Grant Application Club signer clicks on Club: Sign Grant Application. February 11, 2018 Grants Management Module - District Club Process

The club signer clicks on Club: Sign Grant Application By clicking on Sign Grant in the pop-up box the first signer has applied his/her signature. February 11, 2018 Grants Management Module - District Club Process

The second Club Signer accesses the Club Grant Application: Grants tab Club Grants Pencil Edit The second signer logs into DACdb and accesses the Grant Application. Clicks on Club: Sign Grant Application The second Club Signer clicks on Club: Sign Grant Application February 11, 2018 Grants Management Module - District Club Process

Second signer clicks on Sign Grant button . . . And signs by clicking on Sign Grant in the pop-up box. This dialog box shows that the first signature has been applied. February 11, 2018 Grants Management Module - District Club Process

After signing, the second Club Signer should click on the Submit Grant for District Approval button. The second signer then clicks on the Submit Grant for District Approval. February 11, 2018 Grants Management Module - District Club Process

When the Grant has been Submitted for District Approval An – SUBJECT: ClubName Grant GrantName has been submitted for District approval Will be sent to CLUB SIGNERS CLUB CONTACTS THE DISTRICT (Status = SUBMITTED GRANT FOR DISTRICT APPROVAL) And an is sent to club signers, club contacts and the district advising that the grant is ready for district review. February 11, 2018 Grants Management Module - District Club Process

What the District Grants Committee does:
Requests more information Rejects the Grant Returns it as a draft Approves the Grant and authorizes the funding check The district has several options: Request more information For this year we plan to do this by telephone. The grant can be edited by district. It is still locked at the club level. Reject the Grant . . . Returns the Grant as a draft . . . Or HOPEFULLY Approves the Grant and authorized the district treasurer to cut a check. February 11, 2018 Grants Management Module - District Club Process

When the Grant has been Approved by the District Grants Committee . . . An – SUBJECT: ClubName Grant GrantName has been approved Will be sent to CLUB SIGNERS, CLUB CONTACTS (Status = APPROVED GRANT) If the grant is approved an will be sent to Club Signers and Club Contacts letting them know that the project is ready to be inplemented. February 11, 2018 Grants Management Module - District Club Process

This is what the Grant Application will look like when it has been APPROVED by District: Two new tabs: Interim Report (You can ignore this!) Final Report (You will be using this.) Once the grant is approved two new tabs appear: Interim Report (and since our district will not be using interim reports, you can ignore this tab.) Final Report (you will be using this when you are ready to submit the information on the completed project to the District. February 11, 2018 Grants Management Module - District Club Process

While managing the project
Accessing the Grants Module Selecting the correct OrgYear Identifying Club Grant Signers Creating a Club Grant Application Signing and Submitting Club Grants Preparing the Final Report Signing the Final Report While managing the project WHILE YOU ARE IMPLEMENTING THE PROJECT . . . February 11, 2018 Grants Management Module - District Club Process

Receipts were collected
Managing the Project Throughout the life of the project materials were purchased: Receipts were collected You will be collecting receipts for expenditures, letters, and additional material to document the project and the use of the grant funds. February 11, 2018 Grants Management Module - District Club Process

Managing the Project Throughout the life of the project photos were taken: You will be collecting photos. (Lloyd – are photos required? If they are not we can change the wording in the final report.) February 11, 2018 Grants Management Module - District Club Process

Managing the Project Go to the Budget tab: Based on your actual costs revise: Income Items Expense Items You will need to record actual incomes and actual expenditures using the budget tab. Remember each expense must be accompanied by a paid receipt. February 11, 2018 Grants Management Module - District Club Process

Managing the Project INCOME = EXPENSE Income must equal Expense. February 11, 2018 Grants Management Module - District Club Process

Managing the Project Returning to the Documents tab, all receipts and photos were uploaded: All documentation (receipts, photos, etc.) are uploaded. February 11, 2018 Grants Management Module - District Club Process

Managing the Project Returning to the Documents tab, all receipts and photos were uploaded: Again, here is the upload process Click on Browse February 11, 2018 Grants Management Module - District Club Process

Managing the Project Returning to the Documents tab, all receipts and photos were uploaded: Select the files from your computer. February 11, 2018 Grants Management Module - District Club Process

Managing the Project Returning to the Documents tab, all receipts and photos were uploaded: Click Upload File. Each file must be uploaded separately. This will take up to 30 seconds per file. “Your mileage may differ.” Patience ! ! ! February 11, 2018 Grants Management Module - District Club Process

Accessing the Grants Module Selecting the correct OrgYear Identifying Club Grant Signers Creating a Club Grant Application Signing and Submitting Club Grants Preparing the Final Report Signing the Final Report The project is completed and you have been uploading the documentation as you have received them. It is time to prepare the FINAL REPORT. February 11, 2018 Grants Management Module - District Club Process

Preparing the Final Report
Click on Final Report Note: several fields have been entered automatically. Items with {%variables%} will be filled in by the system. Answer all other questions. A club signer must complete the Final Report. Click on Final Report Note: several fields have been entered automatically. Items with {%variables%} will be filled in by the system. Answer all other questions. ***A Club Signer must complete and save the FINAL Report.*** February 11, 2018 Grants Management Module - District Club Process

Click on Save FINAL Report Once all fields are complete SAVE the final report. Then click on Club: Collect FINAL Signatures. Then click on Club: Collect FINAL Signatures (You may have to move to another tab and back before you can click on Club: Collect FINAL Signatures) February 11, 2018 Grants Management Module - District Club Process

When the you have clicked on Club: Collect FINAL signatures An – SUBJECT: ClubName Grant GrantName Final Report is ready for club signatures Will be sent to CLUB SIGNERS, CLUB CONTACTS (Status = Submitted Final Report for Club Signatures) This sends out another to club signers and club contacts letting them know that it is time to sign the Final Report. February 11, 2018 Grants Management Module - District Club Process

Accessing the Grants Module Selecting the correct OrgYear Identifying Club Grant Signers Creating a Club Grant Application Signing and Submitting Club Grants Preparing the Final Report Signing the Final Report Finally it is time to sign the final report. February 11, 2018 Grants Management Module - District Club Process

Signing the Final Report
Club Signer clicks on Club: Sign Final Report As a club signer has prepared the final report, probably the same club signer will click on Club: Sign Final Report. February 11, 2018 Grants Management Module - District Club Process

The Grant Signature pop-up will open. You can see the list of people who have already signed the grant during one of its stages. The Club Signer clicks on Sign Grant to actually sign the grant. Club Signer ‘signs’ here February 11, 2018 Grants Management Module - District Club Process

Second Club Signer clicks on Club: Sign Final Report The second club signer accesses the grant and Club: Sign Final Report, then on the pop-up window actually signs the final report. Finally clicks to Submit Final Report. Second Club Signer clicks on Submit Final Report February 11, 2018 Grants Management Module - District Club Process

When the you have clicked on Submit Final Report An – SUBJECT: ClubName Grant GrantName Final Report has been submitted for district approval Will be sent to CLUB SIGNERS, CLUB CONTACTS, THE DISTRICT (Status = Submitted Final Report for District Approval) Another is sent to the club signers, club contacts and to the District indicating that a final report has been submitted for approval. February 11, 2018 Grants Management Module - District Club Process

Receives the Final Grant Reviews the Final Grant Assuming the Final Grant is accepted . . . Approves the Final Grant And finally the District Grants Committee APPROVES the final grant and is sent to everyone telling them what a wonderful job they did. February 11, 2018 Grants Management Module - District Club Process

Grants Management Module District 7690

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