Grant Management Seminar Session 3 1 Session 3 Oversight and Reporting 10/13/2012.
-
Upload
margaret-day -
Category
Documents
-
view
215 -
download
0
Transcript of Grant Management Seminar Session 3 1 Session 3 Oversight and Reporting 10/13/2012.
Grant Management SeminarSession 3 1
Session 3
Oversight and Reporting
10/13/2012
Grant Management SeminarSession 3 2
Learning Objectives
• Identify best practices for managing funds and record keeping
• Identify which documents need to be retained
• Understand reporting requirements• Understand Conflict of Interest
Grant Management SeminarSession 3 3
Financial Management Plan
• Bank account for funds• Distributing funds• Use checks/bank cards to track funds• Detailed ledger• Include local laws
Grant Management SeminarSession 3
Budget
• Goals of the Project• Preliminary budget• Three separate bids or quotes• Conflict of Interest
Grant Management SeminarSession 3 5
Resources
• Document retention worksheet• Financial management plan worksheet• Transferring custody of a bank account• More on
www.rotary.org/en/fvclub
Grant Management SeminarSession 3
www.rotarydistrict5240.org
10/13/2012 6
Rotary Foundation Information Page
Grant Management SeminarSession 310/13/2012 7
Future Vision Transition
Grant Management SeminarSession 310/13/2012 8
Grant Management SeminarSession 3 9
Document Retention
• Required for all documents related to qualification and grants• Retain for a minimum of five years• Provide access to The Rotary Foundation
GRANT DOCUMENT REPORTING IS PART OFSTEWARDSHIP
10/13/2012
Grant Management SeminarSession 3
What You Must Keep
Club MOU and Qualification
District 5240 Addendum
Signed Club MOUs
Grant Management Seminar Attendance
Correspondence on Club Qualification, including emails
Bank Information• Account details• Bank statements• List of signatories• Bank procedure for changing signatories
10
Legal DocumentsGeneral LedgerDocument Retention ProceduresSuccession PlansAnnual Financial AssessmentResultsReports of Misuse of Grant FundsOther Documentation
CLUB RECORDS
10/13/2012
Grant Management SeminarSession 3
What You Must Keep
Application
Approval Notices
Grant Agreements
Grant Correspondenceincluding e-mail
Club DDF Transfer Forms
Club Cash Contribution Forms
Other fund requests and commitments
Quotes for materials
Receipts and invoices
Information required by the district
11
Beneficiary DocumentationNeeds assessmentAgreementsVendor DocumentationQuotes for materialsReceipts and invoicesAgreementsScholar DocumentationReceipts and invoicesAgreementsVocational TrainingDocumentationReceipts and invoicesAgreements
Financial Documentation
Bank statementsReceipts and invoicesInventory listGrant ReportsSupport documentationPhotosProject summaryClosure LettersOther Documentation
DISTRICT GRANTS
10/13/2012
Final Report
Grant Management SeminarSession 3
What You Must Keep
Proposals
Applications and any attachments
Approval Notices
Grant Agreements
Grant Correspondenceincluding e-mail
Project Partner Correspondence,
including e-mail
12
Beneficiary DocumentationNeeds assessmentAgreementsVendor DocumentationQuotes for materialsReceipts and invoicesAgreementsScholar DocumentationReceipts and invoicesAgreementsCorrespondenceVocational Training
Receipts and invoicesAgreements
Financial DocumentationBank statementsReceipts and invoicesInventory listGrant ReportsSupport documentationPhotosProject summary Closure LettersOther Documents
GLOBAL GRANTS
10/13/2012
Grant Management SeminarSession 3
District 5240 Objectives
• Meet the requirements for document storage and retention established by The Rotary Foundation
• Provide an easy and standardized method for clubs to include their documents in the storage system
• Enable access to documents that should be available to all Rotarians
• Ensure the integrity of the information in the storage system• Secure those documents containing financial or personal data
that is or required to be protected• Provide an audit trail for document storage and retention• Minimize cost
1310/13/2012
Grant Management SeminarSession 3
Is This Your Club Retention Policy
1410/13/2012
Grant Management SeminarSession 3
Document Retention Overview• District 5240 is establishing a document retention policy based on a third
party service provider• Documents in electronic form only. No requirement for paper copies• All documents stored as PDF for ease of use and to prevent changes
• Received as PDF from another source• Created from other systems such as Microsoft Office• Scanned as PDF• Pictures in .jpg format
• Documents required to be placed in the storage system is being established by the District Grants Subcommittee
• The district may determine that it wants to retain for its records more information than that required by The Rotary Foundation
• Clubs may retain additional documents
• All files must conform to a naming convention• Documents may not be removed from the storage system except in
accordance with TRF or District destruction policies
1510/13/2012
Grant Management SeminarSession 3
Document Retention Process
16
Rotary Clubs
District 5240 Rotarians
Downloadable through a user interface that does not require access authority
Club Documents
District Grants
Global Grants
Secure Folders
CLUB FOLDER
Club Administrator
District Documents
District Grants
Global Grants
Secure Folders
DISTRICT FOLDER
District Administrator
The Rotary Foundation
District 5240
10/13/2012
Grant Management SeminarSession 3
Beginning the Process
17
Complete grant application
Club
Grant Preparation
Obtain supporting docs
Club
Assign D5240 ID Number
DGS
Distribute for review
DGS
Resolve problems
DGS, Club
Grant Review
Grant Approval
Approve grant application
DGS
Upload approved application & docs
DGS
Notify Club of approval
DGS
Send application to DGS
Club
Document Retention Requirements Begin with Grant Approval
10/13/2012
Grant Management SeminarSession 3
Grant Document Retention
18
Grant Approval
Grant Retention Folder• Approved Grant • Supporting Documents• DSC Recommendation
The Rotary Foundation
Pictures
Invoices
Inventory Control
Final Report
Bank Statements
Interim Reports
Performing the Grant
Closing the Grant
Pictures
Invoices
Inventory Control
Acceptance Letter
Emails
Other
Ledgers
D54240 Rotarians
10/13/2012
Grant Management SeminarSession 3 19
District Grant Reports• Application and supporting documentation• Interaction with the District Grants
Subcommittee (e.g. requests for changes in use of grant funds)
• Final report and supporting documentation including invoices and reciepts
• Encouraged: Pictures and stories about the project
10/13/2012
Grant Management SeminarSession 3 20
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
GRANT REPORTING IS PART OFSTEWARDSHIP
10/13/2012
Grant Management SeminarSession 3
Global Grant Reports: Content
• How partners were involved• Type of activity (humanitarian project,
scholar, vocational training team)• Evaluation of project goals • How area of focus goals were met• How funds were spent• Number of beneficiaries and how they
benefited
10/13/2012 21
Grant Management SeminarSession 3 22
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)
REPORTING CONFLICT OF INTEREST IS PART OF
STEWARDSHIP
10/13/2012
Grant Management SeminarSession 3
A Rotarian on the grant project committee is a paid staff member of an organization benefiting from a grant.
A Rotarian’s 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 water well.
A Rotary Foundation grant recipient is the child of a Rotarian.
23
Examples of Conflict of Interest
10/13/2012
Grant Management SeminarSession 3
Why Disclose Conflict of Interest?
Rotarians have a reputation for honesty.
It ensures a fair process & transparency.
Potential Conflict of Interest doesn’t mean automatic disqualification from participation.
TRF Grant Coordinators can help resolve questions about Conflict of Interest.
2410/13/2012
Grant Management SeminarSession 3
Learning Objectives
• Identify best practices for managing funds and record keeping
• Identify which documents need to be retained
• Understand reporting requirements• Understand Conflict of Interest
10/13/2012 25