District 9710
Grant Management Seminar
Grant Management Seminar
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Purpose
• Understand how to manage a Rotary
Foundation grant
• Learn stewardship expectations
• Prepare clubs to implement the MOU
• Qualify clubs to receive grant funds
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Grant Management
Ensures that projects
• Have proper financial control
• Adhere to technical standards
• Meet the needs of the
beneficiaries
• Fulfill their objectives
• Safeguard funds
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Successful Grant Projects
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Meet community needs
Include frequent partner communication
Have implementation plan
Are sustainable
Maintain proper stewardship of funds
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Stewardship
Stewardship is the responsible management
and oversight of grant funds, including:
• Rotarian supervision
• Financial records review
• Oversight of funds
• Reporting irregularities
• Timely submission of reports
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Qualification 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
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Terms of Qualification
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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
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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
International 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
Contingency plan
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)
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Setting Goals
• Gather baseline data
• Set goals
• Determine method of measurement
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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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Session 2
Applying for and
Implementing a Grant
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Learning Objectives
• Write a successful grant application
• Understand grant financing
• Discuss the importance of evaluation
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Rotary Foundation Grants
• District grants
• Global grants
• Packaged grants
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Applying for Global Grants
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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
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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
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Global Grant First Steps
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Application
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Global Grant Financing
• DDF matched 100% with World Fund
• Rotarian cash contributions matched
50% with World Fund
• Non-Rotarian cash contributions
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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 grants
• Contributions credited to donor
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Implementation
• Communication
• Financial
management plan
• Recordkeeping
• Following original
plan
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Evaluation
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Assists with reporting
Improves future projects
Based on goals
Ongoing process
Identifies successes
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Learning Objectives
• Write a successful grant application
• Understand grant financing
• Discuss the importance of evaluation
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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 cheques to track funds
Detailed ledger
Include local laws
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Resources
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Document retention worksheet
Financial management plan worksheet
Transferring custody of a bank account
More on Rotary.org
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Document Retention
• Provide access
• Retain for a minimum of five years
• Make copies
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District 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.
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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
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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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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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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
• A Club within D9710 must be in good
financial standing
• Must not have outstanding reports on
previous projects
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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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Learning Objectives
• Understand qualification requirements
• Manage club qualification
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Thank you
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