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District 5490 Grant Management Seminar 1 District 5490 Grant Management Seminar

District 5490 Grant Management Seminar

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District 5490 Grant Management Seminar. Purpose. A quick Overview of new Grant model 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. - PowerPoint PPT Presentation

Text of District 5490 Grant Management Seminar

District Rotary Foundation Grant Management Seminar

1District 5490 Grant Management Seminar

District 5490 Grant Management Seminar1Charlie2PurposeA quick Overview of new Grant modelUnderstand how to manage a Rotary Foundation grantLearn stewardship expectationsPrepare clubs to implement the memorandum of understandingQualify clubs to receive grant fundsDistrict 5490 Grant Management Seminar2Explain that the purpose of this training is to help participants.Understand how to successfully manage a Rotary Foundation grantLearn Foundation stewardship expectationsPrepare clubs to implement the memorandum of understandingQualify clubs to receive Rotary Foundation grant fundsOutline how the Future Vision Plan gives clubs and districts more decision-making power.The simplified leadership structure allows districts to create additional subcommittees and allocate tasks as appropriate.Qualification allows districts the more cost-effective option of creating an internal audit committee, rather than requiring an independent financial review.Larger district grant activities are possible with District Designated Funds (DDF).Flexible scholarship requirements allow clubs and districts to fund scholars studying at various levels and provide financial support in any amount.Vocational training team requirements allow clubs and districts to decide on the size of the team, amount of financial support to provide, etc.Explain how this training seminar gives clubs the tools to manage the extra responsibility (see club MOU section 1B).CharlieGlobal GrantsAdministered by TRFCan Receive Match from World FundClub or District Initiated and Implemented

District GrantsInitiated & Administered by the DistrictClub or District Implemented Projects

Packaged GrantsPre-Packaged by TRF with RI Strategic PartnersImplemented by Clubs or Districts

New Grant ModelOnly Grant TypesDistrict 5490 Grant Management Seminar3To simplify the grant-making process, the new grant model offers only three types of grants:Rotary Foundation Global Grants Rotary Foundation Districts Grants.Rotary Foundation Packaged GrantsThe new grant model of the Future Vision Plan optimizes contributions to our Foundation by helping clubs and districts use Foundation funds for greater impact, greater flexibility, and greater sustainability.

CharlieGlobal GrantsLonger-term projectsLarger grant awardsSustainable outcomesAlignment with areas of focusWorld Fund matchCan be initiated by a Club or District

District 5490 Grant Management Seminar4Rotary Foundation Global Grants fund projects and activities that are sustainable and measurable and relate to the goals of the areas of focus. In order to support these goals, global grants provide larger awards for projects and activities with a minimum World Fund award of $15,000, resulting in a total project cost of US$30,000 and above.

Clubs and districts may develop their own global grant projects or they can choose from a menu of packaged global grants that the Foundation is developing in conjunction with its strategic partners.

Since global grants include a World Fund match they are a flexible and economical option for scholarships. In addition, clubs can partner together to develop holistic projects that incorporate humanitarian and educational activities in the same grant, again, as long as it relates to the areas of focus.CharliePeace and conflict prevention/resolutionDisease prevention and treatmentWater and sanitationMaternal and child healthBasic education and literacyEconomic and community developmentAreas of Focus(Applicable to all Global Grants)

District 5490 Grant Management Seminar5The Trustees of The Rotary Foundation have identified six areas of focus for the new grant structure. These areas reflect critical humanitarian issues and needs that Rotarians are already addressing worldwide. They will align Rotary with other international development efforts and will strategically further the Foundation's mission. Each of the areas has specific goals associated with the area.

The Trustees have committed to these areas of focus for at least nine years. In fact, the Trustees are encouraging nonpilot clubs and districts to focus their current Foundation program activity in these six areas even before the Future Vision Plan is launched to the entire Rotary world.CharlieDistrict GrantsEducational and humanitarian activities consistent with the TRF mission, including:Club ProjectsScholarshipsGSE / VTTDistrict ProjectsSingle block grant awarded annually to the DistrictDistrict Distributes funds to individual projects by clubs.Fund both local or international activities.Local decision making with broad guidelines.No World Fund match. (Can use up to 25% of total giving from District Rotarians 3 years prior).District 5490 Grant Management Seminar6Rotary Foundation District Grants support the overall mission of The Rotary Foundation, but do not necessarily tie to the six areas of focus, thereby allowing a broad range of choices for clubs and districts.

The district can apply annually for one District Grant a block grant so to speak for up to 50% of its available District Designated Funds for that Rotary Year - after reviewing requests from its Rotarians and clubs. The district then issues the money and reports to its clubs how all the funds were utilized.

The Foundation itself requires very minimal reporting, thanks to the advance planning done by clubs and districts before the funds are requested. This enables districts to close out their grants quickly.

District grants are intended to support smaller activities and projects both locally and internationally.CharlieSustainabilityA primary goal of the Rotary Foundation is to develop projects and programs which are larger in scope and self sustaining.

Clubs and Districts are encouraged to work together on fewer but more impactful projects.

Clubs and Districts are encouraged to work with other agencies to combine resources. (note: to receive TRF funds, projects must be Rotarian led).District 5490 Grant Management Seminar7Rotary Foundation Global Grants fund projects and activities that are sustainable and measurable and relate to the goals of the areas of focus. In order to support these goals, global grants provide larger awards for projects and activities with a minimum World Fund award of $15,000, resulting in a total project cost of US$30,000 and above.

Clubs and districts may develop their own global grant projects or they can choose from a menu of packaged global grants that the Foundation is developing in conjunction with its strategic partners.

Since global grants include a World Fund match they are a flexible and economical option for scholarships. In addition, clubs can partner together to develop holistic projects that incorporate humanitarian and educational activities in the same grant, again, as long as it relates to the areas of focus.CharlieVocational Training Teams and ScholarshipsCan be funded by either a District Grant or Global Grant.If Global grant, there are additional requirements such as being in an Area of Focus.Traditional GSEs can still be funded by a District Grant.Global Grant VTTs can include Rotarian team members.

District 5490 Grant Management Seminar8Charlie9Grant ManagementEnsures that projectsAre administered with proper financial control.Adhere to superior technical standards.Meet the needs of the beneficiaries.Fulfill their objectives .Safeguard donors funds.

District 5490 Grant Management SeminarExplain that good grant management for clubs ensures that projectsAre administered with proper financial controlAdhere to superior technical standardsMeet the needs of the beneficiariesFulfill their objectives Safeguard donors funds

Charlie10Successful Grant ProjectsMeet community needsHave frequent partner communicationHave implementation planAre sustainablePractice proper stewardship of fundsDistrict 5490 Grant Management Seminar10Meet community needs. Projects should address a real need in the community.Beneficiaries are more likely to support and participate in a project that they need and to ensure sustainable outcomes. Projects shouldnt be imposed by international partners. Have frequent partner communicationRotarians should partner with the community and other organizations with technical expertise; however, projects must be managed by Rotarians.Working together is more than financial participation; it is also using each partners expertise to implement the project or activity.Have an effective implementation plan with achievable goals developed by RotariansCreate sustainable projects that are able to continue after the funds have been spentPractice proper stewardship and oversight of grant fundsBy establishing a financial management plan before applying for grants, clubs ensure that they will have the necessary processes in place to manage funds before any money is received.An established financial management plan increases transparency and the likelihood that club members will discover any potential misuse or mismanagement of grant funds early in a projects implementation. Involving more than one Rotarian in decisions about how grant funds are spent ensures better monitoring of each grant.Charlie11StewardshipStewardship is the responsible management and oversight of grant funds, including: Standard business practicesRotarian supervision Financial records reviewOversight of fundsReporting of irregularitiesTimely submission of reportsDistrict 5490 Grant Management Seminar11Explain that stewardship is part of Rotarys core values of service and integrity, reflected in The Four-Way Test and the Declaration of Rotarians in Businesses and Professions. Emphasize that clubs must follow standard business practices for managing these funds.Outline how having Rotarians supervise the project protects the interests of The Rotary Foundation. Highlight the importance of reviewing financial records to confirm proper use of funds. Stress that good stewardship is achieved by putting systems in place that create clubwide awareness of the use of funds. Widespread knowledge helps prevent mismanagement. Explain that stewardship is the responsible fiscal management and oversight of grant funds. Any irregularities or misuse of grant funds should be reported immediately.Highlight the importance of submitting timely, complete, and accurate reports, which documents the clubs good stewardship of funds to all donors of The Rotary Foundation.Explain the relationship between the clubs level of oversight, transparency, and accountability for managing Foundation grant funds and the impact of donors confidence in giving to our Foundation. Charlie12Qualification RequirementsAttend a grant management seminarAgree to club memorandum of understanding and submit signed MOU to districtAdditional Requirements from the DistrictDistrict 5490 Grant Management SeminarExplain that clubs must qualify to receive Rotary Foundation Global Grant funds. The process ensures that clubs are aware of all Foundation requirements before receiving grant funds, and provides clubs with the tools needed to complete these requirements and successfully manage their projects.Review the requirements of qualification:At least one club member must attend this seminar annually and then share the information with fellow club members.The club president and club president-elect have to sign and agree to the club memorandum of understanding (MOU), which explains the Foundations minimum requirements for managing grants.Explain that the club MOU is a collection of grant stewardship practices that ensure the clubs manage global grants properly. Point out that these practices are beneficial for managing all club funds.Note that appendix 1 in the Grant Management Manual explains each section of the MOU and poses questions that can help clubs implement the MOU.

12Charlie13Additional District Qualification RequirementsAppoint a Club Rotary Foundation Chair to a 3-year term. Have at least two members attend the District Foundation Grants Seminar annually.Be current on its RI and District dues, and in good standing with the District, Rotary International, and The Rotary Foundation.Be current on all required tax returns for the Rotary Club and any associated Club Foundation.Have established and reported an annual giving goal to the District Foundation Chair for the current year, and for the next year by February 15th of each year.Contributed to the Rotary Foundation Annual Giving Fund in the previous year or the current year.Have, by January 1st of each year, reported its Club President-Elect to the District and to Rotary International.Be current on all Rotary Foundation District and Global Grant reports.

District 5490 Grant Management Seminar13Charlie14Terms of QualificationValid for one yearClub responsibility for grant fundsDisclose conflicts of interestCooperate with all auditsUse grant funds properlyImplement the club MOUDistrict 5490 Grant Management SeminarExplain the terms of qualification:

Once a club successfully completes the qualification requirements, the club will receive qualified status for one Rotary year (see club MOU section 1A).

All club members understand that the club as an entity is responsible for the use of grant funds.

The club must disclose any conflicts of interest in compliance with the Conflict of Interest Policy as outlined in TheRotary Foundation Code of Policies.

The club must cooperate with any site visits, reviews, and audits.

Misuse of grant funds will result in suspension of the clubs qualification status.

Failure to implement the club MOU could result in a loss of qualified status.

Charlie15Maintaining QualificationFollow terms of club MOUAppoint club member/committee to manage club qualificationFully implement stewardship practices to prevent misuse of funds

District 5490 Grant Management SeminarKey pointIn order to maintain qualified status for one year, clubs must abide by the terms of the MOU, the grant terms and conditions, and the Rotary and Rotary Foundation codes of policies.

Appoint one or more club members to manage club qualification. A committee with staggered terms is recommended for increased transparency, oversight, and continuity.

Ensure that stewardship measures and proper grant management practices are implemented for all Rotary Foundation grants to prevent the misuse of funds.15Charlie16Session 1

Creating a ProjectDistrict 5490 Grant Management Seminar16George17Learning ObjectivesIdentify best practices for choosing a project

Develop a plan to implement your project

Understand how to create measurable goalsDistrict 5490 Grant Management SeminarKey pointAt the end of this session, participants will be able to Identify best practices for choosing a projectDevelop a plan to implement their projectUnderstand how to create measurable goals

17George18Successful Grant ProjectsReal community needsFrequent partner communicationImplementation plan Sustainable projectsProper stewardship of fundsDistrict 5490 Grant Management Seminar18Key pointAs discussed during the opening plenary session, successful grant projects:

Meet real community needs

Have frequent partner communication

Have an implementation plan with measurable goals and outcomes

Are sustainable projects that continue after grant funds have been expended.

Practice proper stewardship of grant funds

How has your club identified community needs in the past?

George19Needs AssessmentChoose a project that is based on the communitys needAssess resources of your club and potential partnersTalk to the community

District 5490 Grant Management SeminarKey pointsAsking members of the community what they need helps ensure greater buy-in and involvement, which leads to a more sustainable, lasting impact.

Once the needs are identified, your club should consider which can be addressed with the resources and availability of your club and its potential partners, including other Rotary clubs, districts, The Rotary Foundation, or non-Rotarian organizations.

Continue involving the community during the selection of the project and its planning and implementation.

The RI publications Communities in Action and Community Assessment Tools offer information and resources for conducting a community needs assessment.

Has anyone been involved in conducting a needs assessment before? If yes, briefly explain your experience.19George20PartnersProjectLINKRI ConventionProject fairsLinkedInMatchinggrants.org/globalInternational meetings

District 5490 Grant Management SeminarHave you used any of the methods listed on the slide (or other methods) to find a partner?

Key pointsWith partners, Rotary clubs are able to implement a project they could not do on their own.Partners can be other clubs, districts, The Rotary Foundation, or non-Rotarian organizations. For global grants, projects must have host and international partners from two countries. Both partners should be involved in all stages from identifying the need to planning the project to implementing it and reporting on it. For scholars, host partners play an important role in identifying a counselor and helping the scholar acclimate to the country.For district grants, clubs can partner with clubs in the district or with other districts and their clubs. Good communication helps keep both partners involved and allows them both to provide oversight. During the pilot, clubs should consider creating new partnerships and expanding their Rotary networks.

What is the best way to communicate with your partner?

Key pointsDocument how and how often you will be in contact to discuss the project.Provide an update or check in with your partners on a monthly basis.Make sure everyone has correct information, such as e-mail addresses for the club presidents and project committees for all partners.Set up an alternate plan for communication such as fax, webinar, social media, or teleconference.

20George21Project PlanningForm a three-person grant committeeAssign rolesImplementation planBudgetContingency planDocument retention plan

District 5490 Grant Management SeminarKey pointsRotarians must manage all projects that receive funding from The Rotary Foundation. Both the host and international partners must have a committee of three Rotarians to manage the project.Roles and responsibilities should be assigned to everyone on the committee.Who would you include on the three-person committee?Sample responsesClub Rotary Foundation committee membersClub member with project management/grant experienceClub member with financial backgroundClub member who has experience with partners countryKey pointsCreate a plan for managing funds and implementing the grant.Develop a budget that includes details and a timeline for the purchase and distribution of goods, construction, training, and any other activities.Consider your liability for the project, ensure that your club is protected, and have a contingency plan should something go wrong.Set up a process for retaining documents related to the grant (see club MOU section 4) before funds are received.21George22Creating a BudgetRealisticCompetitive biddingReasonable pricesDisclose conflicts of interest

District 5490 Grant Management SeminarKey pointsA budget should be realistic and comprehensive to ensure adequate funding.

When choosing a supplier, Rotarians should use a competitive bidding process to ensure that they get the highest quality goods at the most reasonable prices.

Clubs should keep records of any bids submitted with grant files for reference (see club MOU section 4).

Clubs must disclose any potential or real conflicts of interest related to the budget (see club MOU section 1C).

22George23Setting GoalsMeasurableSustainableQualitative (descriptive)Quantitative (numeric)

District 5490 Grant Management SeminarKey pointsProject goals should be measurable to quantify the impact of the project.

Goals should support sustainable activities that can continue after grant funds are spent.

Qualitative (descriptive) and quantitative (numeric) goals should both be included.

23George24Setting GoalsGather baseline dataSet goalsDetermine method of measurement

District 5490 Grant Management SeminarKey pointsStart by gathering baseline data from your needs assessment. (For example, a hospital delivering 1,000 babies per year has an infant mortality rate of 15 percent, and a maternal mortality rate of 8 percent.)

Then set concrete project goals. (For example, within three years, the infant mortality rate will be reduced to 8 percent, and the maternal mortality rate to 4 percent.)

Determine how you will measure your results. (For example, create an annual report using hospital statistics.)

24George25Learning ObjectivesIdentify best practices for choosing a project

Develop a plan to implement your project

Understand how to create measurable goalsDistrict 5490 Grant Management SeminarKey pointAt the end of this session, participants will be able to Identify best practices for choosing a projectDevelop a plan to implement their projectUnderstand how to create measurable goals

25George26Session 2

Applying for and Implementing a GrantDistrict 5490 Grant Management SeminarCharlie27Learning ObjectivesWrite a successful grant proposal and applicationUnderstand grant financingDiscuss the importance of evaluationDistrict 5490 Grant Management SeminarKey pointAt the end of this session, participants will be able to Write a successful grant proposal and applicationUnderstand grant financingDiscuss the importance of evaluation

27Charlie28Applying for GrantsDistrict GrantsGlobal GrantsPackaged Grants

District 5490 Grant Management SeminarKey pointsUnder the Future Vision Plan, three types of grants are available: district grants, global grants and Packaged Grants.For a district grant, clubs apply to the district, following guidelines developed by the district and the Trustees of the Foundation. For global grants, clubs apply to The Rotary Foundation, following guidelines developed by the Trustees of the Foundation..

Charlie29District GrantsA single block grant given to district, anddistrict distributes to clubs.Clubs can apply for funds under District developed guidelines (similar to District Simplified Grants).Project must relate to the mission of The Rotary Foundation (but not necessarily to the Area of Focus).Can be used for service projects, VTTs, Volunteer Service, Project Planning Travel, etc.

District 5490 Grant Management SeminarKey pointsThe Rotary Foundation gives a block grant to each district to then distribute to clubs.The Rotary Foundation has established broad guidelines for the types of activities that can be funded:Must relate to the mission of The Rotary FoundationCan be local or internationalCan support service projects, scholarships, vocational training teams, volunteer service, project planning travel, etc.

Charlie305490 District Grants ProcessDistrict Solicits for projects from Clubs.Clubs apply on-line (www.matchinggrants.org)District agrees on projects to be funded.District develops a spending plan.District applies for a District Grant.District distributes funds to clubs after approval of the District Grant by TRF.Clubs provide project reports to District.District and clubs maintain records.

District 5490 Grant Management SeminarCharlie31Applying for Global GrantsOnline Proposal and Application (two steps).Must meet goals of an Area of Focus .Be Sustainable.Involve Rotary clubs in two districts.Minimum budget of US$30,000.District confirms club is qualified.District 5490 Grant Management SeminarKey pointsRotary clubs (as well as districts) can apply to the Foundation for a global grant.

Global grant requests can be submitted online at any time through Member Access on Rotary.org. It is a two-step process: proposal and application.

To be eligible to receive a global grant, a project or activity must support at least one area of focus and meet at least one of that areas goals Be sustainable

Involve Rotary clubs in two pilot districts

Have a minimum budget of US$30,000

The district must confirm that a club is qualified to receive a global grant.

Charlie32Areas of Focus

Peace and Conflict Prevention/ResolutionDisease Prevention and TreatmentWater and SanitationMaternal and Child HealthBasic Education and LiteracyEconomic and Community Development

District 5490 Grant Management SeminarKey pointsRotary has six areas of focus: Peace and conflict prevention/resolution Disease prevention and treatmentWater and sanitation Maternal and child health Basic education and literacy Economic and community development Each area of focus has specific goals that should be used to refine projects that are developed to meet real community needs. See Appendix 4: Areas of Focus Goals Chart in the Grant Management Manual for reference.

32Charlie33SustainabilityImpact continues after funds are spent.Optimal use of local resources.Prepare professionals to increase impact.District 5490 Grant Management SeminarKey pointsTo be sustainable, a project or activity must continue to have an impact even after Rotary Foundation funding is fully expended.

Make optimal use of local resources, regional input, and indigenous knowledge.

Prepare professionals to increase impact and improve effectiveness in the communities and vocations in which they work.

For further explanation of these points, see Appendix 5: Sustainability and Rotary Foundation Global Grants in the Grant Management Manual.

The global grant proposal helps Rotarians ensure that the grant project/activity is sustainable before the application is submitted.

33Charlie34Proposal (Step One)Completed Online (Member Access)Identify community needs.Describe activities and outcomes.Relate activity to area of focus.General budget.

District 5490 Grant Management SeminarKey pointsDescribe community needs identified.

Provide a description of the planned activities and anticipated outcomes.

Explain how the grant supports the area(s) of focus.

Provide a general budget and anticipated financing.

For scholarships, Rotarians should know the scholars chosen university and field of study, the scholars future professional goals, and how these goals support the area(s) of focus identified.

34Charlie35Application (Step Two)Completed Online(Member Access)Detailed planHow Rotarians will be involved.How activity is sustainable.Detailed budget.

District 5490 Grant Management SeminarKey pointsApplications include:A detailed project plan

Explanation of how Rotarians will be actively involved in the grant

Description of how the activity achieves sustainable outcomes and how they will be measured

Detailed budget and complete grant financing

Signed cooperating organization memorandum of understanding (if applicable)

Once a formal application is submitted, the Foundation may require additional levels of assessment, depending on the award amount or the projects complexity.

35Charlie36Global Grant FinancingDDF matched 100% with World Fund

Rotarian / Club cash contributions matched 50% with World Fund

Non-Rotarian cash contributions (with exception of cash from Cooperating Organizations and Beneficiaries).District 5490 Grant Management SeminarKey pointsThe minimum budget for a global grant project is US$30,000.

Clubs and districts can contribute to the financing of a global grant using:

District Designated Fund (matched dollar for dollar by the Foundations World Fund)

Rotarian cash contributions (outright gifts from Rotarians or funds from Rotarian-led fundraisers; matched 50 cents to the dollar by the Foundation)

Non-Rotarian cash contributions (donations from other organizations or parties with vested interest; not sent to or matched by the Foundation)

36Charlie37Financing GuidelinesContributions 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 5490 Grant Management SeminarKey pointsCash contributions for grants must come from Rotarians or be raised by Rotarians in a community fundraiser, unless the funds are already available in the club or district.

Rotarians cannot collect funds from beneficiaries in exchange for receiving the grant.

Contributions cannot come from other Foundation grant projects.

Cash contributions should always be credited to the individuals who gave the funds. Rotarians cannot collect funds from individuals and claim the donation as their own, unless they have received explicit permission from the donors to do so.

How do you raise cash contributions for projects?How do you cultivate further contributions from donors?Sample responsesRecognize and thank donors. Spend funds on their intended purpose.Report on how grant funds were spent and who benefited.

37Charlie38Financing GuidelinesQuestion

How can small Clubs meet the higher threshold for Global Grants (larger projects)?District 5490 Grant Management SeminarKey pointsCash contributions for grants must come from Rotarians or be raised by Rotarians in a community fundraiser, unless the funds are already available in the club or district.

Rotarians cannot collect funds from beneficiaries in exchange for receiving the grant.

Contributions cannot come from other Foundation grant projects.

Cash contributions should always be credited to the individuals who gave the funds. Rotarians cannot collect funds from individuals and claim the donation as their own, unless they have received explicit permission from the donors to do so.

How do you raise cash contributions for projects?How do you cultivate further contributions from donors?Sample responsesRecognize and thank donors. Spend funds on their intended purpose.Report on how grant funds were spent and who benefited.

38Charlie39ImplementationCommunicationFinancial Management PlanRecord KeepingFollowing original plan

District 5490 Grant Management SeminarKey pointsCommunication is crucial to a successful implementation. You should communicate regularly with partners and the community about the progress of the grant Scholars.The club and district to report on how the funds are being spent.The Rotary Foundation or district, according to the reporting requirements of the grant terms and conditions.The club must implement a financial management plan for grant funds, including a separate bank account, a plan to transfer the custody of the account if necessary, a plan to disburse funds, and any requirements related to local laws.Detailed grant records simplify reporting on the use of grant funds, responding to inquiries, and increasing the transparency of how grant funds are managed.For global grants, follow the Foundation-approved grant plan. Any changes to the scope or budget of your project requires the Foundations approval.

What are additional ways to ensure your clubs project is successfully implemented?

39Charlie40EvaluationAssists with reportingImproves future projectsBased on goals Ongoing processIdentifies successes

District 5490 Grant Management SeminarKey pointsConducting an evaluation will assist clubs with their reporting requirements. Use lessons learned to replicate successes and adjust for challenges in the next project. Use the goals you set during the planning stage to evaluate the success of your project or activity.The data and evaluation method should be set during the planning stage.Project evaluation happens during implementation through completion.Promoting project and activity successes, both internally and externally, gets others involved and interested in participating in the Foundation, and its a great way to let donors know how funds were spent.Refer to Communities in Action for evaluation methods.What are some ways your club can evaluate project success?Sample responsesSurvey project beneficiaries and participants before and after.Analyze data from the community before and after the project is complete.Compare the goals of the grant to the outcomes.

Has anyone conducted a grant evaluation? If yes, what did you learn from it?

What did you do with the information you got from your evaluation?

How did you promote your success to Rotarians in your club and district as well as to your community?

40Charlie41Learning ObjectivesWrite a successful grant proposal and applicationUnderstand grant financingDiscuss the importance of evaluationDistrict 5490 Grant Management SeminarKey pointAt the end of this session, participants will be able to Write a successful grant proposal and applicationUnderstand grant financingDiscuss the importance of evaluation

41Charlie42Session 3

Oversight and ReportingDistrict 5490 Grant Management Seminar42Charlie43Learning ObjectivesIdentify best practices for managing funds and record keepingIdentify which documents need to be retainedUnderstand reporting requirementsDistrict 5490 Grant Management SeminarKey pointAt the end of this session, participants will be able to Identify best practices for managing funds and record keepingIdentify which documents need to be retainedUnderstand reporting requirements

43Charlie44Financial Management PlanBank account for fundsControls on Distribution of fundsUse checks/bank cards to track fundsDetailed ledgerInclude local laws

District 5490 Grant Management SeminarKey pointsYour club should have a club-controlled bank account used only for grant funds. This will help with keeping accurate financial records. Have a plan in place to transfer custody of the clubs account in case a signatory is no longer able to perform their duties. Once your club receives grant funds, it is important to have a plan for distributing and tracking funds. For example, if you have a scholar, the plan should outline when and how your club will distribute the funds to the scholar.Expenditures should be made by a traceable method, check, or bank card.Keep a ledger with transaction details.Laws in some countries and regions may be more stringent than Foundation requirements. Know your local laws and ensure that they are followed. When local laws are less stringent than Foundation requirements, be sure to adhere to Foundation requirements.What are the benefits of a financial management plan?Who is responsible for your clubs financial management plan?What are some of the local laws that your club needs to follow?

44Charlie45ResourcesDocument retention worksheetFinancial management plan worksheetTransferring custody of a bank accountMore on Rotary.org

District 5490 Grant Management SeminarKey pointsResources for implementing the requirements of the club MOU include:Document retention worksheetFinancial management plan worksheetTransferring custody of a bank accountAll resources can be found at www.rotary.org/en/fvclub. Refer to Appendix 1: Club Memorandum of Understanding in the Grant Management Manual. Use this document to help your club work through the requirements of the club MOU.

45Charlie46Document RetentionProvide access to recordsRetain for a minimum of five yearsMake copiesScan and Store on the Cloud (ClubRunner, DropBox, Google Drive, etc.).

District 5490 Grant Management SeminarKey pointsDocuments should be accessible to everyone in the club. For example:Keeping documents in a binder or a file systemScanning documents and saving them electronically to a shared networkDocuments must be retained for a minimum of five years or longer if local law requires. Copies of all documents should be kept in a separate location that is accessible to everyone.

What is your clubs system for document retention?What types of documents need to be retained?Sample responsesBank statements Receipts of US$75 or moreInventory tracking for equipment or other assets purchased, produced, or distributed through the grantGrant applications, reports, and agreementsCommunication between grant partners

46Charlie47Types of Documents to KeepBank statements Receipts of US$75 or more.Inventory tracking for equipment or other assets purchased, produced, or distributed through the grant.Grant applications, reports, and agreements.Communication between grant partners

District 5490 Grant Management SeminarKey pointsDocuments should be accessible to everyone in the club. For example:Keeping documents in a binder or a file systemScanning documents and saving them electronically to a shared networkDocuments must be retained for a minimum of five years or longer if local law requires. Copies of all documents should be kept in a separate location that is accessible to everyone.

What is your clubs system for document retention?What types of documents need to be retained?Sample responsesBank statements Receipts of US$75 or moreInventory tracking for equipment or other assets purchased, produced, or distributed through the grantGrant applications, reports, and agreementsCommunication between grant partners

47CharlieReporting Requirements48District 5490 Grant Management SeminarWhy is reporting on the use of grant funds important?Key pointsReporting is a requirement, and it is a key component of proper stewardship and grant management. Reporting verifies that grants were managed properly and implemented in accordance with Rotary Foundation policies.Reporting provides an opportunity for communication between partners, building the trust necessary to continue the partnership in support of future projects.Reporting allows project partners and the Foundation to celebrate successes and learn from challenges.Reporting encourages future giving because donors are confident that their funds were used as intended.Reporting provides valuable evaluation data that the Foundation uses to improve its grant-making.Reporting allows the Foundation to demonstrate its effectiveness and the impact of its grant-making to current and future donors. Reporting allows project outcomes in each area of focus to be aggregated and marketed to Rotarys audiences.If you have already completed an evaluation of the project and have maintained your records in accordance with the club MOU, completing Foundation reporting requirements should be simple.

48George36District Grant Club ReportsFrequencyFinal Report within two months of project Completion (No Later than March 31 of the Grant Year)Interim Report March 31 of Grant year and every six months thereafter until project completionDistrict 5490 Grant Management Seminar49GeorgeDistrict Club Grant Reports: ContentSummary of Project Completion vs GoalsComplete Financial Accounting including all Receipts & Invoices for all Purchases and Services contractedList of Rotarians involved and what each did on the ProjectPhotographic documentation is nice

36ADistrict 5490 Grant Management Seminar50George51Global Grant Reports: FrequencyProgress reportsWithin 12 months of first paymentEvery 12 months through the life of the grantFinal report within 2 months of completionDistrict 5490 Grant Management SeminarKey pointsProgress reports must be submitted via Member Access at Rotary.org within 12 months of receiving the first global grant payment and every 12 months thereafter. The final report must be submitted via Member Access within two months of completing the project or activity.Unused grant funds may be used for additional, eligible, and approved expenses. Any unused funds returned to The Rotary Foundation will be credited to the World Fund.

What kind of information should be included in global grant reports?

51George52Global Grant Reports: ContentHow partners were involvedType of activityEvaluation of project goals How area of focus goals were metHow funds were spentNumber of beneficiaries and how they benefitedDistrict 5490 Grant Management SeminarKey pointProgress and final reports must include the following information:How both partners were involved in the grantInformation on the type of activity (humanitarian project, scholar, vocational training team)Evaluation of project goals How the goals of the area(s) of focus were metHow funds were spent Number of beneficiaries and how they benefited

52George53Conflict of InterestExists when a Rotarian benefits financially or personally from a grantBenefit can be direct (the Rotarian benefits) or indirect (an associate of the Rotarian benefits)District 5490 Grant Management SeminarKey pointsA conflict of interest exists when a Rotarian may benefit financially or personally from grant activities.The benefit can be either direct (the Rotarian benefits) or indirect (an associate of the Rotarian benefits). Financial benefits could include receiving grant funds for being a project manager or receiving grant funds as a vendor for the project.Personal benefits could include receiving a promotion, getting business referrals, or gaining publicity or improved social standing.Associates can include family members, friends, Rotarians, personal acquaintances, colleagues, and business partners.What are some examples of conflict of interest?Sample responsesA Rotarian on the grant project committee is a paid staff member of an organization benefiting from a grant.A Rotarians niece is invited to participate on a vocational training team and selected over a participant with more experience.A Rotarian lives in a community that is receiving a village water well.Why should clubs be concerned about conflicts of interest?Sample responsesA public perception that local Rotarians are acting in their own interest can ruin their credibility in the community.Grant project may be less likely to meet beneficiaries needs.If donors believe Rotarians are using funds to benefit themselves, instead of the intended community, they may decide not to donate in the future.Key pointsRotarians have a reputation for professional integrity. Addressing and preventing conflict of interest helps preserve this reputation for the club, district, and The Rotary Foundation. When Rotarians freely disclose any direct or indirect association with the grant project, they help ensure fair process and transparency in the use of Foundation funds.Rotarians must disclose any conflicts of interest on the grant application. If Rotarians arent sure whether a particular situation is a conflict of interest, they should talk with their grant coordinator.

53George54Learning ObjectivesIdentify best practices for managing funds and record keepingIdentify which documents need to be retainedUnderstand reporting requirementsDistrict 5490 Grant Management SeminarKey pointAt the end of this session, participants will be able to Identify best practices for managing funds and record keepingIdentify which documents need to be retainedUnderstand reporting requirements

54George55Maintaining QualificationFollow terms of club MOUAppoint club member/committee to manage club qualificationFully implement stewardship practices to prevent misuse of funds

District 5490 Grant Management Seminar55George56Thank youDistrict 5490 Grant Management Seminar56George