District 5730 Grant Management Seminar

Grant Management Seminar 1

District 5730 District 5730 Grant Management SeminarGrant Management Seminar

Grant Management Seminar 2

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 Management Seminar 3

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

Grant Management Seminar 4

Successful Grant ProjectsSuccessful Grant Projects

• Meet community needs

• Include frequent partner communication

• Have implementation plan

• Are sustainable

• Maintain proper stewardship of funds

Grant Management Seminar 5

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

Grant Management Seminar 6

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>>

Grant Management Seminar 7

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

Grant Management Seminar 8

Session 1Session 1

Designing a ProjectDesigning a Project

Grant Management Seminar 9

Learning ObjectivesLearning Objectives

• Identify best practices for designing a project

• Develop a plan to implement your project

• Understand how to create measurable goals

Grant Management Seminar 10

Successful Grant ProjectsSuccessful Grant Projects• Real community needs

• Frequent partner communication

• Implementation plan

• Sustainable

• Proper stewardship of funds

Grant Management Seminar 11

Needs AssessmentNeeds Assessment

• Base project on the community’s need

• Assess resources of your club and potential partners

• Talk to the community

Grant Management Seminar 12

PartnersPartners

• RI Convention

• Project fairs

• LinkedIn

• Matchinggrants.org/global

• International meetings

• Rotary Showcase / Facebook

Grant Management Seminar 13

Project PlanningProject Planning

• Form a three-person grant committee

• Assign roles

• Implementation plan

• Budget

• Contingency plan

• Document retention plan

Grant Management Seminar 14

Creating a BudgetCreating a Budget

• Realistic

• Competitive bidding

• Reasonable prices

• Disclose conflicts of interest

Grant Management Seminar 15

Setting GoalsSetting Goals

• Measurable

• Sustainable

• Qualitative (descriptive)

• Quantitative (numeric)

Grant Management Seminar 16

Setting GoalsSetting Goals

• Gather baseline data

• Set goals

• Determine method of measurement

Grant Management Seminar 17

Learning ObjectivesLearning Objectives

• Identify best practices for designing a project

• Develop a plan to implement your project

• Understand how to create measurable goals

Grant Management Seminar 18

Session 2Session 2

Applying for and Applying for and Implementing a GrantImplementing a Grant

Grant Management Seminar 19

Learning ObjectivesLearning Objectives

• 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

Grant Management Seminar 21

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

Grant Management Seminar 22

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

Grant Management Seminar 23

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

Grant Management Seminar 25

ApplicationApplication

Grant Management Seminar 26

Global Grant FinancingGlobal Grant Financing

• DDF matched 100% with World Fund

• Rotarian cash contributions matched 50% with World Fund

• Non-Rotarian cash contributions

Grant Management Seminar 27

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

Grant Management Seminar 28

ImplementationImplementation

• Communication

• Financial management plan

• Recordkeeping

• Following original plan

Grant Management Seminar 29

EvaluationEvaluation

• Assists with reporting

• Improves future projects

• Based on goals

• Ongoing process

• Identifies successes

Grant Management Seminar 30

Learning ObjectivesLearning Objectives

• Write a successful grant application

• Understand grant financing

• Discuss the importance of evaluation

Grant Management Seminar 31

Session 3Session 3

Oversight and ReportingOversight and Reporting

Grant Management Seminar 32

Learning ObjectivesLearning Objectives

• Identify best practices for managing funds and record keeping

• Identify which documents need to be retained

• Understand reporting requirements

Grant Management Seminar 33

Financial Management PlanFinancial Management Plan

• Bank account for funds

• Distributing funds

• Use checks/bank cards to track funds

• Detailed ledger

• Include local laws

Grant Management Seminar 34

ResourcesResources

• Document retention worksheet

• Financial management plan worksheet

• Transferring custody of a bank account

• More on Rotary.org

Grant Management Seminar 35

Document RetentionDocument Retention

• Provide access

• Retain for a minimum of five years

• Make copies

Grant Management Seminar 36

District Grant ReportsDistrict Grant Reports

• <<Insert district reporting requirements here>>

Grant Management Seminar 37

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

Grant Management Seminar 38

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

Grant Management Seminar 39

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)

Grant Management Seminar 40

Learning ObjectivesLearning Objectives

• Identify best practices for managing funds and record keeping

• Identify which documents need to be retained

• Understand reporting requirements

Grant Management Seminar 41

Session 4Session 4

QualificationQualification

Grant Management Seminar 42

Learning ObjectivesLearning Objectives

• Understand qualification requirements

• Manage your club’s qualification

Grant Management Seminar 43

Qualification RequirementsQualification Requirements

• Attend a grant management seminar

• Submit signed club MOU

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

Grant Management Seminar 44

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

Grant Management Seminar 45

Learning ObjectivesLearning Objectives

• Understand qualification requirements

• Manage club qualification

Grant Management Seminar 46

Thank youThank you