Grant Management Seminar 1
District 9710 District 9710 Grant Management SeminarGrant Management Seminar
Grant Management Seminar 2
PurposePurpose
• Understand how to manage a Rotary Foundation grant
• Learn stewardship expectations
• Prepare clubs to implement the MOU
• Qualify clubs to receive grant funds
Grant Management Seminar 3
Grant ManagementGrant Management
Ensures that projects
• Have proper financial control
• Adhere to technical standards
• Meet the needs of the beneficiaries
• Fulfill their objectives
• Safeguard funds
Grant Management Seminar 4
Successful Grant ProjectsSuccessful Grant Projects
• Meet community needs
• Include frequent partner communication
• Have implementation plan
• Are sustainable
• Maintain proper stewardship of funds
Grant Management Seminar 5
StewardshipStewardshipStewardship is the responsible management and oversight of grant funds, including: • Rotarian supervision • Financial records review• Oversight of funds• Reporting irregularities• Timely submission of reports
Grant Management Seminar 6
Qualification RequirementsQualification Requirements
• Attend a grant management seminar
• Agree to club memorandum of understanding and submit signed MOU to district
• Must be of good financial standing to both District and Rotary International
Grant Management Seminar 7
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
Grant Management Seminar 8
Session 1Session 1
Designing a ProjectDesigning a Project
Grant Management Seminar 9
Learning ObjectivesLearning Objectives
• Identify best practices for designing a project
• Develop a plan to implement your project
• Understand how to create measurable goals
Grant Management Seminar 10
Successful Grant ProjectsSuccessful Grant Projects• Real community needs
• Frequent partner communication
• Implementation plan
• Sustainable
• Proper stewardship of funds
Grant Management Seminar 11
Needs AssessmentNeeds Assessment
• Base project on the community’s need
• Assess resources of your club and potential partners
• Talk to the community
Grant Management Seminar 12
PartnersPartners
• RI Convention
• Project fairs
• Matchinggrants.org/global
• International meetings
• Rotary Showcase / Facebook
Grant Management Seminar 13
Project PlanningProject Planning
• Form a three-person grant committee
• Assign roles
• Implementation plan
• Budget
• Contingency plan
• Document retention plan
Grant Management Seminar 14
Creating a BudgetCreating a Budget
• Realistic
• Competitive bidding
• Reasonable prices
• Disclose conflicts of interest
Grant Management Seminar 15
Setting GoalsSetting Goals
• Measurable
• Sustainable
• Qualitative (descriptive)
• Quantitative (numeric)
Grant Management Seminar 16
Setting GoalsSetting Goals
• Gather baseline data
• Set goals
• Determine method of measurement
Grant Management Seminar 17
Learning ObjectivesLearning Objectives
• Identify best practices for designing a project
• Develop a plan to implement your project
• Understand how to create measurable goals
Grant Management Seminar 18
Session 2Session 2
Applying for and Applying for and Implementing a GrantImplementing a Grant
Grant Management Seminar 19
Learning ObjectivesLearning Objectives
• Write a successful grant application
• Understand grant financing
• Discuss the importance of evaluation
Grant Management Seminar
Rotary Foundation GrantsRotary Foundation Grants
• District grants
• Global grants
• Packaged grants
20
Grant Management Seminar 21
Applying for Global GrantsApplying 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
Grant Management Seminar 22
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
Grant Management Seminar 23
Sustainable ProjectsSustainable Projects
Giving a community the skills and knowledge to maintain project outcomes for the long term, after grant funds have been expended
Grant Management Seminar
Global Grant First StepsGlobal Grant First Steps
24
Grant Management Seminar 25
ApplicationApplication
Grant Management Seminar 26
Global Grant FinancingGlobal Grant Financing
• DDF matched 100% with World Fund
• Rotarian cash contributions matched 50% with World Fund
• Non-Rotarian cash contributions
Grant Management Seminar 27
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
Grant Management Seminar 28
ImplementationImplementation
• Communication
• Financial management plan
• Recordkeeping
• Following original plan
Grant Management Seminar 29
EvaluationEvaluation
• Assists with reporting
• Improves future projects
• Based on goals
• Ongoing process
• Identifies successes
Grant Management Seminar 30
Learning ObjectivesLearning Objectives
• Write a successful grant application
• Understand grant financing
• Discuss the importance of evaluation
Grant Management Seminar 31
Session 3Session 3
Oversight and ReportingOversight and Reporting
Grant Management Seminar 32
Learning ObjectivesLearning Objectives
• Identify best practices for managing funds and record keeping
• Identify which documents need to be retained
• Understand reporting requirements
Grant Management Seminar 33
Financial Management PlanFinancial Management Plan
• Bank account for funds
• Distributing funds
• Use cheques to track funds
• Detailed ledger
• Include local laws
Grant Management Seminar 34
ResourcesResources
• Document retention worksheet
• Financial management plan worksheet
• Transferring custody of a bank account
• More on Rotary.org
Grant Management Seminar 35
Document RetentionDocument Retention
• Provide access
• Retain for a minimum of five years
• Make copies
Grant Management Seminar 36
District Grant ReportsDistrict Grant Reports
• Refer to the Rotary District 9710 DRFC Financial Management Plan, 2013-16
• Grants are paid on a reimbursement basis
• A full and documented report is to be submitted to the Grants Chair within 30 days of completion of the project.
Grant Management Seminar 37
Global Grant Reports: FrequencyGlobal 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 Management Seminar 38
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
Grant Management Seminar 39
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)
Grant Management Seminar 40
Learning ObjectivesLearning Objectives
• Identify best practices for managing funds and record keeping
• Identify which documents need to be retained
• Understand reporting requirements
Grant Management Seminar 41
Session 4Session 4
QualificationQualification
Grant Management Seminar 42
Learning ObjectivesLearning Objectives
• Understand qualification requirements
• Manage your club’s qualification
Grant Management Seminar 43
Qualification RequirementsQualification Requirements
• Attend a grant management seminar
• Submit signed club MOU
• A Club within D9710 must be in good financial standing
• Must not have outstanding reports on previous projects
Grant Management Seminar 44
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
Grant Management Seminar 45
Learning ObjectivesLearning Objectives
• Understand qualification requirements
• Manage club qualification
Grant Management Seminar 46
Thank youThank you
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