District%205580%20Grant%20Management%20Seminar - PowerPoint PPT Presentation

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District%205580%20Grant%20Management%20Seminar

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District 5580 Grant Management Seminar * – PowerPoint PPT presentation

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Title: District%205580%20Grant%20Management%20Seminar


1
District 5580 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

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

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

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

6
Qualification Requirements
  • Attend a grant management seminar
  • Agree to club memorandum of understanding and
    submit signed MOU to district
  • Be Aware of Funding Reporting Needs

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

8
Funding
  • Scholarships from Global Grant (TRF DDF)
    from District Grant
    (Club DDF)
  • VTT from Global or District. GSE from District
  • Grants
  • District Smaller international, local projects.
    1.00 DDF to 1.00 CLUB, Minimum DDF 500.00,
    maximum 5,000 one club, 15,000 - 3 club
    collaboration.
  • Global Larger international projects. Club
    fundsTRF (World Fund)District (DDF). Minimum
    35,000.
  • Packaged Grants- Humanitarian, VTT, Scholarship,
    TRF (World Fund) Strategic Partners.

9
Session 1Designing a Project
10
Learning Objectives
  • Identify best practices for designing a project
  • Develop a plan to implement your project
  • Understand how to create measurable goals

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

12
Needs Assessment
  • Base project on the communitys need
  • Assess resources of your club and potential
    partners
  • Talk to the community
  • Ensure local women play a role!
  • Best develop a community economic development
    Committee.

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

14
Project Planning
  • Form a three-person grant committee
  • Assign roles
  • Implementation plan
  • Budget
  • Contingency plan. What if?
  • Document retention plan

15
Creating a Budget
  • Realistic
  • Competitive bidding
  • Reasonable prices
  • Disclose conflicts of interest

16
Setting Goals
  • Measurable
  • Sustainable
  • Qualitative (descriptive)
  • Quantitative (numeric)

17
Setting Goals
  • Gather baseline data
  • Set goals
  • Determine method of measurement

18
Learning Objectives Session 1??
  • Identify best practices for designing a project
  • Develop a plan to implement your project
  • Understand how to create measurable goals

19
Session 2Applying for and Implementing a Grant
20
Learning Objectives
  • Write a successful grant application
  • Understand grant financing
  • Discuss the importance of evaluation

21
Rotary Foundation Grants
  • District grants For smaller local, international
    projects. Application deadline prior to Rotary
    Year so one window of opportunity. Most
    important Plan prior to Rotary Year!
  • Global grants Larger International Projects.
    Applications on a rolling basis beginning April
    1st prior to and throughout Rotary Year. Again
    Pre Plan!
  • Packaged grants Predesigned, TRF and Strategic
    Partners. Refer to TRF website

22
Application
23
Global Grant First Steps
24
Applying for Global Grants
  • New www.rotary.org/grants Then click
    begin process to work on Application.
  • Work with assigned Mentor to complete
    Application.
  • Click save as until final draft is completed.
  • Click Send when satisfied as complete.
  • Copy for Club District Records.
  • Please Folks!! Work with us on this.

25
Applying for Global Grants
  • Refer to Terms and Conditions, including
  • Meet One or more of six areas of focus.
  • Be sustainable.
  • PartnersHost Club and International Club.
  • Minimum budget of US35,000.
  • Districts confirm their clubs are qualified.
  • Practice sound Stewardship.

26
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
27
Sustainable Projects
  • Giving a community the skills and knowledge to
    maintain project outcomes for the long term,
    after grant funds have been expended.

28
Global Grant Financing
  • Our Clubs Funds matched 100 by 5580 DDF and 50
    by TRF World Fund.
  • DDF Matched 100 by TRF World Fund.
  • TRF world fund Minimum Grant 15,000. so
    Minimum Project Cost 35,000.
  • New Non-Rotarian cash contributions. Now
    matched 0.50 to 1.00 by TRF World Fund (from IA)

29
Financing Guidelines
  • 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

30
Applying for a District Grantfor 2013-14 Rotary
Year
  • District website Future Vision Page
  • District Grant Proposal/Application.
  • Refer to Terms and Condition for Criteria.
  • Meet TRF Mission Statement
  • Send 1st Draft to D-5580 Admin. Secretary
  • Work with Mentor send final by April 30.

31
Applying for a District Grantfor 2013-14 Rotary
Year Cont.
  • Approved Applications included in District
    Spending Plan in May.
  • TRF approval should be by late June.
  • Funds available early July pending status of past
    years Final Reports.
  • Do Not initiate project prior to TRF approval of
    District Spending Plan

32
Implementation
  • Communication
  • Financial management plan
  • Recordkeeping
  • Following original plan

33
Evaluation
  • Assists with reporting
  • Improves future projects
  • Based on goals
  • Ongoing process
  • Identifies successes
  • Lessons Learned?

34
Learning Objectives Session 2 ??
  • Write a successful grant application
  • Understand grant financing
  • Discuss the importance of evaluation

35
Session 3Oversight and Reporting
36
Learning Objectives
  • Identify best practices for managing funds and
    record keeping
  • Identify which documents need to be retained
  • Understand reporting requirements

37
Financial Management Plan
  • Dedicated Project Bank account for funds
  • Distributing funds
  • Use checks/bank cards to track funds
  • Detailed ledger
  • Include local laws
  • Estimates. Quotations
  • Receipts (zero balance)
  • Translate to English

38
Resources
  • Document retention worksheet
  • Financial management plan worksheet
  • Transferring custody of a bank account
  • More on Rotary.org

39
Document Retention
  • Provide access
  • Retain for a minimum of five years
  • Make copies

40
District Grant Reports
  • Progress Reports
  • Progress report at 6 months from funds received
    and every 6 months thereafter
  • Final report at 2 months from project completion
  • Sunset for completion _at_ 2 years from funds
    provided

41
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

42
Global 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

43
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)

44
Learning Objectives session 3 ??
  • Identify best practices for managing funds and
    record keeping
  • Identify which documents need to be retained
  • Understand reporting requirements

45
Session 4Qualification
46
Learning Objectives
  • Understand qualification requirements
  • Manage your clubs qualification

47
Qualification Requirements
  • Attend a Grant Management Seminar (GMS)
  • Submit signed club MOU Addendum by current
    Pres. Pres. Elect prior to incoming Rotary Year
    so now for 2013-14
  • Work with District mentor and Grants Committee

48
Maintaining Qualification
  • Follow terms of club MOU
  • Appoint club member/committee to manage club
    qualification
  • Fully implement stewardship practices to prevent
    misuse of funds

49
Learning Objectives Session 4??
  • Understand qualification requirements
  • Manage club qualification

50
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