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District 6200 Grant Management Seminar1
2012-13 PETS2012-13 PETSDistrict 6200 District 6200
Rotary FoundationRotary FoundationGrant Management SeminarGrant Management Seminar
District 6200 Grant Management Seminar2
PurposePurpose
• Understand how to manage a Rotary Foundation grant
• Learn stewardship expectations
• Prepare clubs to implement the memorandum of understanding
• Qualify clubs to receive grant funds
District 6200 Grant Management Seminar3
Grant ManagementGrant Management
Ensures that projects
• Are administered with proper financial control
• Adhere to superior technical standards
• Meet the needs of the beneficiaries
• Fulfill their objectives
• Safeguard donors’ funds
District 6200 Grant Management Seminar4
Successful Grant ProjectsSuccessful Grant Projects
• Meet community needs
• Have frequent partner communication
• Have implementation plan
• Are sustainable
• Practice proper stewardship of funds
District 6200 Grant Management Seminar5
StewardshipStewardshipStewardship is the responsible management and oversight of grant funds, including: • Standard business practices• Rotarian supervision • Financial records review• Oversight of funds• Reporting of irregularities• Timely submission of reports
District 6200 Grant Management Seminar6
Qualification RequirementsQualification Requirements
• Attend a grant management seminar
• Agree to club memorandum of understanding and submit signed MOU to district
District 6200 Grant Management Seminar7
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
District 6200 Grant Management Seminar9
Learning ObjectivesLearning Objectives
• Identify best practices for choosing a project
• Develop a plan to implement your project
• Understand how to create measurable goals
District 6200 Grant Management Seminar10
Successful Grant ProjectsSuccessful Grant Projects
• Real community needs
• Frequent partner communication
• Implementation plan
• Sustainable projects
• Proper stewardship of funds
District 6200 Grant Management Seminar11
Needs AssessmentNeeds Assessment
• Choose a project that is based on the community’s need
• Assess resources of your club and potential partners
• Talk to the community
District 6200 Grant Management Seminar12
PartnersPartners
• ProjectLINK
• RI Convention
• Project fairs
• Matchinggrants.org/global
• International meetings
District 6200 Grant Management Seminar13
Project PlanningProject Planning
• Form a three-person grant committee
• Assign roles
• Implementation plan
• Budget
• Contingency plan
• Document retention plan
District 6200 Grant Management Seminar14
Creating a BudgetCreating a Budget
• Realistic
• Competitive bidding
• Reasonable prices
• Disclose conflicts of interest
District 6200 Grant Management Seminar15
Setting GoalsSetting Goals
• Measurable
• Sustainable
• Qualitative (descriptive)
• Quantitative (numeric)
District 6200 Grant Management Seminar16
Setting GoalsSetting Goals
• Gather baseline data
• Set goals
• Determine method of measurement
District 6200 Grant Management Seminar17
Learning ObjectivesLearning Objectives
• Identify best practices for choosing a project
• Develop a plan to implement your project
• Understand how to create measurable goals
District 6200 Grant Management Seminar18
Session 2Session 2
Applying for and Applying for and Implementing a GrantImplementing a Grant
District 6200 Grant Management Seminar19
Learning ObjectivesLearning Objectives
• Write a successful grant proposal and application
• Understand grant financing
• Discuss the importance of evaluation
District 6200 Grant Management Seminar20
Applying for District GrantsApplying for District Grants
• Block grant given to district, anddistrict distributes to clubs
• Broad guidelines
• Relates to the TRF Mission
• Local/International Projects/Activities
District 6200 Grant Management Seminar21
Applying for Global GrantsApplying for Global Grants
• Online proposal and application
• Meet goals of area of focus
• Be sustainable
• Involve Rotary clubs in two pilot districts
• Minimum budget of US$30,000
• District confirms club is qualified
District 6200 Grant Management Seminar22
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
District 6200 Grant Management Seminar23
SustainabilitySustainability
• Impact continues after funds are spent
• Optimal use of local resources
• Prepare professionals to increase impact
District 6200 Grant Management Seminar24
ProposalProposal
• Identify community needs
• Describe activities and outcomes
• Relate activity to area of focus
• General budget
District 6200 Grant Management Seminar25
ApplicationApplication
• Detailed plan
• How Rotarians will be involved
• How activity is sustainable
• Detailed budget
District 6200 Grant Management Seminar26
Global Grant FinancingGlobal Grant Financing
• DDF matched 100% with World Fund
• Rotarian cash contributions matched 50% with World Fund
• Non-Rotarian cash contributions
District 6200 Grant Management Seminar27
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
District 6200 Grant Management Seminar28
ImplementationImplementation
• Communication
• Financial management plan
• Record keeping
• Following original plan
District 6200 Grant Management Seminar29
EvaluationEvaluation
• Assists with reporting
• Improves future projects
• Based on goals
• Ongoing process
• Identifies successes
District 6200 Grant Management Seminar30
Learning ObjectivesLearning Objectives
• Write a successful grant proposal and application
• Understand grant financing
• Discuss the importance of evaluation
District 6200 Grant Management Seminar31
Session 3Session 3
Oversight and ReportingOversight and Reporting
District 6200 Grant Management Seminar32
Learning ObjectivesLearning Objectives
• Identify best practices for managing funds and record keeping
• Identify which documents need to be retained
• Understand reporting requirements
District 6200 Grant Management Seminar33
Financial Management PlanFinancial Management Plan
• Bank account for funds
• Distributing funds
• Use checks/bank cards to track funds
• Detailed ledger
• Include local laws
District 6200 Grant Management Seminar34
ResourcesResources
• Document retention worksheet
• Financial management plan worksheet
• Transferring custody of a bank account
• More on Rotary.org
District 6200 Grant Management Seminar35
Document RetentionDocument Retention
• Provide access
• Retain for a minimum of five years
• Make copies
District 6200 Grant Management Seminar36
District Grant ReportsDistrict Grant Reports
• Progress reports received within 6 months of first payment
• Final reports due by April 15, 2012
• Reports should be sent to District Foundation Chair Richard Churchman
• Reports must be completed on official forms
District 6200 Grant Management Seminar37
Global Grant Reports: FrequencyGlobal Grant Reports: Frequency
• Progress reports received within 12 months of first payment
• Progress reports required every 12 months through the life of the grant
• Final reports due within 2 months of completion
District 6200 Grant Management Seminar38
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
District 6200 Grant Management Seminar39
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)
District 6200 Grant Management Seminar40
Learning ObjectivesLearning Objectives
• Identify best practices for managing funds and record keeping
• Identify which documents need to be retained
• Understand reporting requirements
District 6200 Grant Management Seminar42
Learning ObjectivesLearning Objectives
• Understand qualification requirements
• Manage your club’s qualification
District 6200 Grant Management Seminar43
Qualification RequirementsQualification Requirements
• Attend a grant management seminar
• Agree and sign the club MOU
• Submit signed club MOU
District 6200 Grant Management Seminar44
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
District 6200 Grant Management Seminar45
Learning ObjectivesLearning Objectives
• Understand qualification requirements
• Manage club qualification
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