district 5730 grant management seminar

Grant Management Seminar 1

District 5730 District 5730 Grant Management SeminarGrant Management Seminar


PurposePurpose

• Understand how to manage a Rotary Foundation grant

• Learn stewardship expectations

• Prepare clubs to implement the MOU

• Qualify clubs to receive grant funds


Grant ManagementGrant Management

Ensures that projects

• Have proper financial control

• Adhere to technical standards

• Meet the needs of the beneficiaries

• Fulfill their objectives

• Safeguard funds


Successful Grant ProjectsSuccessful Grant Projects

• Meet community needs

• Include frequent partner communication

• Have implementation plan

• Are sustainable

• Maintain proper stewardship of funds


StewardshipStewardshipStewardship is the responsible management and oversight of grant funds, including: • Rotarian supervision • Financial records review• Oversight of funds• Reporting irregularities• Timely submission of reports


Qualification RequirementsQualification Requirements

• Attend a grant management seminar

• Agree to club memorandum of understanding and submit signed MOU to district

• <<Insert additional district requirements here>>


Terms of QualificationTerms 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


Session 1Session 1

Designing a ProjectDesigning a Project


Learning ObjectivesLearning Objectives

• Identify best practices for designing a project

• Develop a plan to implement your project

• Understand how to create measurable goals


Successful Grant ProjectsSuccessful Grant Projects• Real community needs

• Frequent partner communication

• Implementation plan

• Sustainable

• Proper stewardship of funds


Needs AssessmentNeeds Assessment

• Base project on the community’s need

• Assess resources of your club and potential partners

• Talk to the community


PartnersPartners

• RI Convention

• Project fairs

• LinkedIn

• Matchinggrants.org/global

• International meetings

• Rotary Showcase / Facebook


Project PlanningProject Planning

• Form a three-person grant committee

• Assign roles

• Implementation plan

• Budget

• Contingency plan

• Document retention plan


Creating a BudgetCreating a Budget

• Realistic

• Competitive bidding

• Reasonable prices

• Disclose conflicts of interest


Setting GoalsSetting Goals

• Measurable

• Sustainable

• Qualitative (descriptive)

• Quantitative (numeric)


Setting GoalsSetting Goals

• Gather baseline data

• Set goals

• Determine method of measurement



• Identify best practices for designing a project

• Develop a plan to implement your project

• Understand how to create measurable goals


Session 2Session 2

Applying for and Applying for and Implementing a GrantImplementing a Grant



• Write a successful grant application

• Understand grant financing

• Discuss the importance of evaluation

Grant Management Seminar

Rotary Foundation GrantsRotary Foundation Grants

• District grants

• Global grants

• Packaged grants

20


Applying for Global GrantsApplying for Global Grants

• Two-step application process online

• Meet goals of area of focus

• Be sustainable

• Involve Rotary clubs in two districts

• Minimum budget of US$30,000

• District confirms club is qualified


Areas of FocusAreas 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


Sustainable ProjectsSustainable Projects

Giving a community the skills and knowledge to maintain project outcomes for the long term, after grant funds have been expended

Grant Management Seminar

Global Grant First StepsGlobal Grant First Steps

24


ApplicationApplication


Global Grant FinancingGlobal Grant Financing

• DDF matched 100% with World Fund

• Rotarian cash contributions matched 50% with World Fund

• Non-Rotarian cash contributions


Financing GuidelinesFinancing 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


ImplementationImplementation

• Communication

• Financial management plan

• Recordkeeping

• Following original plan


EvaluationEvaluation

• Assists with reporting

• Improves future projects

• Based on goals

• Ongoing process

• Identifies successes



• Write a successful grant application

• Understand grant financing

• Discuss the importance of evaluation


Session 3Session 3

Oversight and ReportingOversight and Reporting



• Identify best practices for managing funds and record keeping

• Identify which documents need to be retained

• Understand reporting requirements


Financial Management PlanFinancial Management Plan

• Bank account for funds

• Distributing funds

• Use checks/bank cards to track funds

• Detailed ledger

• Include local laws


ResourcesResources

• Document retention worksheet

• Financial management plan worksheet

• Transferring custody of a bank account

• More on Rotary.org


Document RetentionDocument Retention

• Provide access

• Retain for a minimum of five years

• Make copies


District Grant ReportsDistrict Grant Reports

• <<Insert district reporting requirements here>>


Global Grant Reports: FrequencyGlobal 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


Global Grant Reports: ContentGlobal 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


Conflict of InterestConflict 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)



• Identify best practices for managing funds and record keeping

• Identify which documents need to be retained

• Understand reporting requirements


Session 4Session 4

QualificationQualification



• Understand qualification requirements

• Manage your club’s qualification


Qualification RequirementsQualification Requirements

• Attend a grant management seminar

• Submit signed club MOU

• <<Additional district requirements should be added here>>


Maintaining QualificationMaintaining Qualification

• Follow terms of club MOU

• Appoint club member/committee to manage club qualification

• Fully implement stewardship practices to prevent misuse of funds



• Understand qualification requirements

• Manage club qualification


Thank youThank you

district 5730 grant management seminar

Documents