Grant Management Seminar 1 District 5110 Grant Management Seminar.

Grant Management Seminar 1

District 5110 Grant Management Seminar

Grant Management Seminar

Rotary AcronymsTRF – The Rotary Foundation

GG – Global Grant

DG – District Grant

DDF – District Designated Funds

DRFC – Dist. Rotary Foundation Committee

DRFCC – Dist. Rotary Found. Chair

VTT – Vocational Training Team

GSE – Group Study Exchange

AG – Assistant Governor

PETS – Pres. Elect Training Seminar

DTA – Dist. Training Assembly

GMS – Grant Management Seminar

MOU – Memo of Understanding

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Why is TRF Changing?

• Too many small grants• High overhead costs• Ineffective grants• Lack of stewardship

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Why Are You Here?• Understand how to manage a Rotary

Foundation grant• Learn stewardship expectations• Qualify your club to receive grant funds• Prepare for your club to implement the

Memo of Understanding (MOU)


Why Are We Here?

• Support your clubs in writing and carrying out successful Global & District Grants, to make a difference in the world.

• A well thought out and well designed project is a successful project.

• This is NOT a grant writing seminar• http://trf.district5110.org

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http://trf.district5110.org/


Topics for Today

• Grant management• Helpful concepts• Components of a successful grant• Stewardship• Qualification requirements• Terms of qualification

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Flow of Grant FundsDistrict Donations to TRF

Annual Fund

SHARE Program50% 50%

District Designated Funds (DDF)

Available to Our District

TRF World Fund(Available to Any

District)

40% 60%

District Grants(One Local & One International per

Club)

Global Grants(Minimum $6,000 &Maximum $15,000)

TRF MatchTo Global

Grants


Global Grant Funds Match(Minimum Investment)

CLUB(CASH $$)

DISTRICT(Max $15,000)

TRF($15,000

MINIMUM)

$12,000 DISTRICT1:1 Match

$12,000 DISTRICT$6,000 CLUB $3,000 CLUB.5:1 Match(MATCH CLUB 2:1)

Match set annuallyby DRFC

$6,000 + $12,000 + $15,000

Total $33,000


Timeline• March 16 GMS Eugene and Medford

• March 31 Last Day for Matching Grant to TRF

• April 6 District Training Assembly Eugene

• April 30 2012-13 DSG Final Reports Due

• May 4,5 District Conference Seven Feathers

• June 1 Last Day For Clubs to Request District Grant Funds for 2013-14 Rotary Year


Timeline• June 15 District Submits Spending Plan to TRF

• July 13 First Global Grant Meeting Roseburg

• Oct 1 Last Day for Clubs to Apply for a District Grant• Oct 4/5 Foundation Seminar and Global Grant

Meeting Eugene (Tentative)

• Jan 11 Global Grant Meeting Roseburg

• March 1 Global Grant Meeting Roseburg

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Session 1

Designing a Project


Learning Objectives

• Identify best practices for designing a project

• Develop a plan to implement your project

• Understand how to create measurable goals


Successful Grant Projects

• Real community needs• Frequent partner communication• Implementation plan • Sustainable• Proper stewardship of funds


Needs Assessment

• Base project on the community’s need• Assess resources of your club and

potential partners• Talk to the community


Partners

• RI Convention• Project fairs• LinkedIn• matchinggrants.org/global• ProjectLINK (RI Website)• Quarterly Global Grants meetings • Rotary Showcase / Facebook


Project Planning

• Form a three-person grant committee• Assign roles• Implementation plan• Budget• Document retention plan


Creating a Budget

• Realistic• Competitive bidding• Reasonable prices• Disclose conflicts of

interest


Setting Goals

• Measurable• Sustainable• Qualitative (descriptive)• Quantitative (numeric), i.e., how much,

when, what’s the baseline for improvement and etc.


Setting Goals

• Gather baseline data• Set goals• Determine method of measurement


Session 2

Applying for and Implementing a Grant


Learning Objectives

• Understand components of a successful grant application

• Understand grant financing• Discuss the importance of evaluation• Start with the end in mind


Rotary Foundation Grants

• District grants• Global grants• Packaged grants

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Applying for District Grants

• Block grant amount is up to 50% of DDF.• District Grants are matched 1 to 1 with

DDF.• Maximum District Grant request is set

each year.• Application are limited to 2 per club.• One grant local and one international.


District Grant Application (Cont)• Clubs may partner for full match per club

with a four partner maximum.• District Grants do NOT have to fall into

one of the six areas of focus.• District Grants must support TRF’s

mission. (Doing good in the world)• Must be completed in eighteen months

(Including final report)• No sustainability requirement

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What District Grants Can’t Be Used For

• Cannot be used solely for travel• Cannot be used for military• Cannot be used for salaries• Other terms and conditions spelled out by

TRF

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Applying for Global Grants

• Application process online• Meet goals of area of focus • Be sustainable• Involve Rotary clubs in two countries• Minimum budget of US$30,000*• Both host and international clubs must be

qualified


D5110 GG Process• DDF request must be emailed to GG

Chair• DDF request must be approved at GG

quarterly meeting.• DDF reserved for 9 months• GG are initiated through member access

at RI website

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Areas 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


Sustainable Projects

Giving a community the skills and knowledge to maintain project outcomes for the long term, after grant funds have been expended.

What’s the plan?


Global Grant First Steps

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Global Grant Financing

• District DDF matches club(s) cash 2:1• DDF matched 100% with World Fund• Club cash contributions matched

50% with World Fund• $15,000 DDF cap


Financing Guidelines

• Contributions raised by Rotarians• Funds cannot be raised from beneficiaries

in exchange for a grant• Funds cannot come from other TRF

grants• Contributions credited to donor

(Foundation Recognition Points)


Implementation

• Communication plan• Financial management plan• Recordkeeping plan• Following original grant project plan


Evaluation & Monitoring

• Assists with reporting• Improves future projects• Based on goals • Ongoing process• Identifies successes• Start of the end in mind


Session 3

Oversight and Reporting


Learning Objectives

• Identify best practices for managing funds and record keeping

• Identify which documents need to be retained

• Understand reporting requirements


Financial Management Plan

• Bank account for funds• Distributing funds• Use checks/bank cards to track funds• Detailed ledger• Include local laws


Document Retention

• Provide access• Retain paper and electronic files for a

minimum of five years in club archives• Make copies• Submit an electronic copy of final

documents to district Stewardship Chair for archiving


District Grant Reports

• District Foundation webpage will have info• Final report to be completed within 18

months of receiving grant funds. • Interim report in 12 months• Post completed project to Rotary

Showcase as part of final write up.


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


Global 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• Final report begins with your application

survey or start with the end in mind!


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)


Session 4

Qualification


Learning Objectives

• Understand qualification requirements • Manage your club’s qualification


Qualification Requirements

• Attend a grant management seminar• Submit signed club MOU & Financial Plan• Two members must attend, one of which is

the club President-Elect• All open grants must be current (DG &

GG)• Club must be current with PE training

requirements


Maintaining Qualification

• Follow terms of club MOU• Appoint club member/committee to

manage club qualification• Fully implement stewardship practices to

prevent misuse of funds


Stewardship

Stewardship is the responsible management and oversight of grant funds, including:

• Rotarian supervision of project• Following standard business practices• Reporting of irregularities to TRF• Implementing projects as approved• Financial records review• Timely submission of reports


Thank you

Review & Questions

Evaluations will be emailed to you


Other TRF Programs

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• PolioPlus• Rotary Peace Fellowships• Global Grants

• Global Grant Scholarships• Vocational Training Teams

Grant Management Seminar 1 District 5110 Grant Management Seminar.

Documents

Transcript of Grant Management Seminar 1 District 5110 Grant Management Seminar.