District 5730 Grant Management Seminar

1. District 5730 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 • <<Insert additional district requirements here>>

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. Session 1Designing a Project

9. Learning Objectives • Identify best practices for designing a project • Develop a plan to implement your project • Understand how to create measurable goals

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

11. Needs Assessment • Base project on the community’s need • Assess resources of your club and potential partners • Talk to the community

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

13. Project Planning • Form a three-person grant committee • Assign roles • Implementation plan • Budget • Contingency plan • Document retention plan

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

15. Setting Goals • Measurable • Sustainable • Qualitative (descriptive) • Quantitative (numeric)

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

17. Learning Objectives • Identify best practices for designing a project • Develop a plan to implement your project • Understand how to create measurable goals

18. Session 2Applying for and Implementing a Grant

19. Learning Objectives • Write a successful grant application • Understand grant financing • Discuss the importance of evaluation

20. Rotary Foundation Grants • District grants • Global grants • Packaged grants

21. Applying 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

22. 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

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

24. Global Grant First Steps

25. Application

26. Global Grant Financing • DDF matched 100% with World Fund • Rotarian cash contributions matched 50% with World Fund • Non-Rotarian cash contributions

27. 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

28. Implementation • Communication • Financial management plan • Recordkeeping • Following original plan

29. Evaluation • Assists with reporting • Improves future projects • Based on goals • Ongoing process • Identifies successes

30. Learning Objectives Write a successful grant application Understand grant financing Discuss the importance of evaluation

31. Session 3Oversight and Reporting

32. Learning Objectives • Identify best practices for managing funds and record keeping • Identify which documents need to be retained • Understand reporting requirements

33. Financial Management Plan • Bank account for funds • Distributing funds • Use checks/bank cards to track funds • Detailed ledger • Include local laws

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

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

36. District Grant Reports • <<Insert district reporting requirements here>>

37. 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

38. 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

39. 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)

40. Learning Objectives Identify best practices for managing funds and record keeping Identify which documents need to be retained Understand reporting requirements

41. Session 4Qualification

42. Learning Objectives Understand qualification requirements Manage your club’s qualification

43. Qualification Requirements Attend a grant management seminar Submit signed club MOU <<Additional district requirements should be added here>>

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

45. Learning Objectives • Understand qualification requirements • Manage club qualification

46. Thank you