District 5110
Grant Management Seminar
Grant Management Seminar
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Rotary Acronyms
TRF – 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?
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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)
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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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Topics for Today
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Grant management
Helpful concepts
Components of a successful grant
Stewardship
Qualification requirements
Terms of qualification
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Flow of Grant Funds
District Donations to TRF
Annual Fund
50%
SHARE Program
District Designated
Funds
(DDF)
Available to Our District
40%
District Grants
(One Local & One
International per
Club)
50%
TRF World Fund
(Available to Any
District)
60%
Global Grants
(Minimum $6,000 &
Maximum $15,000)
TRF Match
To Global
Grants
Grant Management Seminar
Global Grant Funds Match
(Minimum Investment)
CLUB
TRF
($15,000
MINIMUM)
DISTRICT
(Max $15,000)
(CASH $$)
$6,000 CLUB
$12,000 DISTRICT
$3,000 CLUB
.5:1 Match
(MATCH CLUB 2:1)
Match set annually
by DRFC
$6,000
+
$12,000
$12,000 DISTRICT
1:1 Match
+
$15,000
Total $33,000
Grant Management Seminar
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
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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
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Learning Objectives
• Identify best practices for designing a
project
• Develop a plan to implement your project
• Understand how to create measurable
goals
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Successful Grant Projects
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Real community needs
Frequent partner communication
Implementation plan
Sustainable
Proper stewardship of funds
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Needs Assessment
• Base project on the community’s need
• Assess resources of your club and
potential partners
• Talk to the community
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Partners
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RI Convention
Project fairs
LinkedIn
matchinggrants.org/global
ProjectLINK (RI Website)
Quarterly Global Grants meetings
Rotary Showcase / Facebook
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Project Planning
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Form a three-person grant committee
Assign roles
Implementation plan
Budget
Document retention plan
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Creating a Budget
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Realistic
Competitive bidding
Reasonable prices
Disclose conflicts of
interest
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Setting Goals
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Measurable
Sustainable
Qualitative (descriptive)
Quantitative (numeric), i.e., how much,
when, what’s the baseline for improvement
and etc.
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Setting Goals
• Gather baseline data
• Set goals
• Determine method of measurement
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Session 2
Applying for and
Implementing a Grant
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Learning Objectives
• Understand components of a successful
grant application
• Understand grant financing
• Discuss the importance of evaluation
• Start with the end in mind
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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.
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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
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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
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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
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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
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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?
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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
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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)
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Implementation
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Communication plan
Financial management plan
Recordkeeping plan
Following original grant project plan
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Evaluation & Monitoring
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Assists with reporting
Improves future projects
Based on goals
Ongoing process
Identifies successes
Start of the end in mind
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Session 3
Oversight and Reporting
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Learning Objectives
• Identify best practices for managing funds
and record keeping
• Identify which documents need to be
retained
• Understand reporting requirements
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Financial Management Plan
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Bank account for funds
Distributing funds
Use checks/bank cards to track funds
Detailed ledger
Include local laws
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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
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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.
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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
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Global Grant Reports: Content
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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!
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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)
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Session 4
Qualification
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Learning Objectives
• Understand qualification requirements
• Manage your club’s qualification
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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
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Maintaining Qualification
• Follow terms of club MOU
• Appoint club member/committee to
manage club qualification
• Fully implement stewardship practices to
prevent misuse of funds
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Stewardship
Stewardship is the responsible management
and oversight of grant funds, including:
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Rotarian supervision of project
Following standard business practices
Reporting of irregularities to TRF
Implementing projects as approved
Financial records review
Timely submission of reports
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Review & Questions
Evaluations will be emailed to you
Thank you
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Other TRF Programs
• PolioPlus
• Rotary Peace Fellowships
• Global Grants
• Global Grant Scholarships
• Vocational Training Teams
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