District 6200 Grant Management Seminar 1 2012-13 PETS District 6200 Rotary Foundation Grant Management Seminar

District 6200 Grant Management Seminar1

2012-13 PETS2012-13 PETSDistrict 6200 District 6200

Rotary FoundationRotary FoundationGrant Management SeminarGrant Management Seminar


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


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


Successful Grant ProjectsSuccessful Grant Projects

• Meet community needs

• Have frequent partner communication

• Have implementation plan

• Are sustainable

• Practice proper stewardship of funds


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


Qualification RequirementsQualification Requirements

• Attend a grant management seminar

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


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

Creating a ProjectCreating a Project


Learning ObjectivesLearning Objectives

• Identify best practices for choosing 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 projects

• Proper stewardship of funds


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


PartnersPartners

• ProjectLINK

• RI Convention

• Project fairs

• LinkedIn

• Matchinggrants.org/global

• International meetings


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 choosing 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 proposal and application

• Understand grant financing

• Discuss the importance of evaluation


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


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


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


SustainabilitySustainability

• Impact continues after funds are spent

• Optimal use of local resources

• Prepare professionals to increase impact


ProposalProposal

• Identify community needs

• Describe activities and outcomes

• Relate activity to area of focus

• General budget


ApplicationApplication

• Detailed plan

• How Rotarians will be involved

• How activity is sustainable

• Detailed budget


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

• Record keeping

• Following original plan


EvaluationEvaluation

• Assists with reporting

• Improves future projects

• Based on goals

• Ongoing process

• Identifies successes



• Write a successful grant proposal and 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

• 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


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


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

• Agree and sign the club MOU

• Submit signed club MOU


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

Documents

District 6200 Grant Management Seminar 1 2012-13 PETS District 6200 Rotary Foundation Grant Management Seminar